Grade VII – Corporate & Emergency Plan Committee

Job description

Grade 7 – CCMA Corporate & Emergency Planning Committee

Location: Dublin
Salary: €61,217 per annum
Contract Type: Fixed Term Contract (5 – 6 months) Immediate Start
Hours: 35 Hours Per Week

Purpose of the Role
To oversee and coordinate the administration and governance of the CCMA Corporate & Emergency Planning Committee and its Working Groups, ensuring that agendas, Committee and Working Group updates, notes to chair, meeting records, correspondence and committee documentation are accurate, quality assured and issued within agreed timelines.

Key Responsibilities

Committee Governance and Coordination

• Work with the Business Owner & Staff Officer to finalise committee agendas.

• Ensure committee documentation is prepared, reviewed, approved and uploaded to extranet in advance of meetings.

• Draft and maintain the Note to Chair, ensuring it is up to date and reflects emerging issues, correspondence and actions.

• Develop the draft Note to Chair for subsequent meetings and maintain continuity of actions and decisions between meetings.

Committee Working Groups

• Work with the Staff Officer to schedule and support working group meetings.
• Prepare and review meeting record and work with Business Owner to progress actions from meetings.
• Prepare surveys to Local Authorities as required and collate and analyse results.
• Write reports and other papers as required.

Working Groups with Committee and other sectoral representatives

• Seek and review updates received from working groups representatives for each committee meeting.

• Assess updates for accuracy, completeness, consistency and potential implications for other working groups.
• Ensure that any high priority matters for discussion and/or approval at the CEP Committee meeting noted in the update documents are flagged to Business Owner and to Chair (via Note to Chair).

• Determine whether updates require amendment or clarification before publication.

• Approve updates for collation into one document, PDF conversion and publication to the Organization’s Extranet.

Agenda Management

• Support the Chair and Business Owner in agreeing the final agenda in advance of meetings.

• Ensure agenda items reflect committee priorities, emerging correspondence (including from CCMA Executive), work being progressed by Committee WGs and matters requiring approval or noting.

• Circulate approved agendas and meeting reminders to committee members.

Documentation and Records Management

• Oversee preparation and quality assurance of agendas, Notes to Chair, Working Group and Committee updates, meeting records and committee correspondence.

• Ensure documents, including any external documents, are presented in a consistent and professional format.

• Maintain accurate committee records and ensure timely publication of approved documentation.

Meeting Support and Follow-up

• Participate in and support committee meetings.

• Capture decisions, actions and key discussion points.

• Draft meeting records, Notes to Chair.

• Ensure actions arising from meetings are tracked, followed up and progressed.

• Prepare the framework for future meetings and committee business.

Stakeholder Engagement and Advice

• Liaise with committee members, working group representatives and external stakeholders.

• Support the Chair and Business Owner in managing committee business and responding to matters that arise.

Knowledge, Skills and Experience

• Excellent written communication and report writing skills.

• Ability to critically review and quality assure documentation.

• Strong organisational and project coordination skills.
• Strong committee and governance management skills.

• Ability to identify and manage cross-cutting issues across varied workstreams and to work to achieve deadlines.

• Experience working with senior stakeholders.

• High attention to detail and strong document control practices.
• Must be experienced in use of MS packages including Word, SharePoint, Teams and Excel.