Job Description

Description

Come and join our team! You will be part of the Corporate Governance Hub which is a multi-skilled dynamic team providing a professional, comprehensive and efficient administrative and executive personal assistant support service whilst promoting and presenting a positive image of the organisation, the Board, the Executive, Senior Management, Programme Office and the Corporate Governance Team.
You will support the business with various assurance functions, primarily administrative project support to the Capital Programme Office; however, may also provide support on information governance, data protection, cyber assurance risk and internal audit, monitoring performance and providing advice to business partners to ensure that Ports of Jersey are compliant with various Laws, Regulations and internal policies and procedures.
You will ensure that the delivery of these services are to a consistently high standard and the organisation's resources are optimised, as required, in a dynamic environment.

Key Responsibilities

Your primary role will be to provide support to the Programme and Project Team

Updating Admin procedures for Programme Managers, such as tracking and monitoring project progress across delivery stages, collating information over various sources and assist with presenting information for slides or reports. Admin assistance for schedules and business case submissions during the early stages of projects (this could include helping other department sponsors). Prepare agendas for monthly Initial Project Requests (IPRs) and business case reviews ahead of leadership group meetings (LG slides). Admin support with Programme and Project Board packs, including collation of updates and supporting materials. Attend Programme and Project Board meetings to capture minutes, actions, and key decisions. Liaise with PM's and other departments to ensure information is accurate - e.g. visual checks of figures over various documents. Admin assistance creating all reports and be responsible for information distribution as required. Maintain action logs and decision trackers to document key outcomes from governance meetings Assist in the amendment and maintenance of project templates in collaboration with Programme Managers. Monitor and track consultant laptop allocations and updates following team changes. Set up SharePoint sites and folder structures to support project documentation and collaboration. Continuing support for SharePoint sites and assist with file management. Book external venues for workshops and events, including catering arrangements. Minute taking, actions and distribution for specific meetings, as required. Coordinate the issuing of airport security passes and provide additional person support for escorting when needed. Assist transferring information from older version documents to newer versions. Assist Programme managers with work calendars - e.g. organising, moving, cancelling meetings. Assist Programme managers with time management. Proof reading and grammar checking. Manage the PMO inbox, ensuring timely responses and appropriate triaging of queries. Maintain the Delivery Team's planning calendar, ensuring it is accurate and up to date. Coordinate and book team and quarterly meetings via the PMO calendar. Provide diary management support for Programme Boards and key stakeholders. Assist with business travel and conference arrangements for the Delivery Team, ensuring compliance with policies and value for money.

Your secondary role (should cover need to be provided) is with our Central Hub,

providing a comprehensive, confidential support service principally to the PoJ Board, Executive and Senior Management Team as well as other employees as necessary. Including but not limited to composition and preparation of correspondence, reports, briefing notes and presentations; database and document administration; develop Standard Operating Procedures; diary, travel and meeting management. Ensure all Executives and Senior Managers meet the scheduled deadlines for submission of meeting papers. Making sure that actions are completed and chase when outstanding. Responsible for compiling agenda's and meeting pack production for a various number of high-level meetings (with Board and Political attendees) ensuring Board Papers are circulated within the tight deadline as stipulated in Company law. Due to the highly sensitive, complex and often contentious nature of the data collated, discretion and confidentiality must always be adhered to. Act as minute/note taker and remind the attendees what was discussed/agreed at previous (or other) meetings when steering in the wrong direction.A crucial aspect of the role is managing multiple, shifting and often conflicting priorities and expectations from managers, customers (both internal and external) and colleagues. Responsible for the coordination of issuing Airport Security Passes for and on behalf of Board members, Executives and the Corporate Governance Team adhering to Aviation security regulations.

Decision Paper Process

Responsible for ensuring the Decision Paper governance is adhered to and followed. Due to accountability and financial responsibility of the Directors, this ensures there is an audit trail for decisions made over 100k and any recruitment/restructure requirements.

Digital Champion/Acceleration

Champion O365 and support business partners using the Lean Six Sigma Yellow Belt toolkit to identify business process inefficiencies and generate possible solutions which result in improved effectiveness through use of O365 and emerging technology.

Information Governance

Support and enable business partners to ensure PoJ is compliant with document, records and information management with current policy and Law, through monitoring and enforcement of PoJ records management, retention, and disposal policies and procedures. Corporate template management ensuring only the current one is available.

Data Protection

Assist the Data Protection Officer (DPO) monitoring the organisation`s compliance with the Data Protection (Jersey) Law 2018 and the Data Protection Authority (Jersey) Law 2018 (the GDPR) and internal data protection policies and procedures. Support the roll out of data protection awareness training to all staff. Support business partners providing advice on risk assessments and data protection compliance and the oversight on policies, procedures and paperwork. To be competent and confident in answering queries, and be able to guide, check and challenge on any data protection issues. To provide support to business partners and the Data Protection Officer in coordinating and managing responses to freedom of information requests, and requests for personal information under the data protection law.

Cyber Security Assurance

Supporting the Chief Information Security Officer assisting with the creation, maintenance and delivery of cyber security awareness training for all employees. Providing advice and guidance to employees on issues such as spam and unwanted or malicious emails. Maintain an information security register and assist with internal and external audits relating to information security. Support the administration of information security policies and security breach incidents.

Internal Audit

Supporting the Head of Internal Audit in conducting Internal Audits in accordance with the PoJ audit programme to evaluate the effectiveness of the organisation's internal controls, corporate governance and processes. To objectively assess the company's processes, evaluating if internal controls are sufficient and working as intended, operating procedures are being performed consistently and efficiently, and activities within the company are compliant with regulatory requirements, industry standards, and internal policies. As part of the audit process make recommendations on how to improve, identify shortfalls or gaps in processes, assure safeguards and communicate the findings and recommendations both verbally and in written reports.

Company Secretariate

Provide meeting support to the PoJ Board and Executive for Committee, Board and Shareholder/Government meetings. Responsible for compiling agendas, meeting pack production and ensuring papers are submitted within the agreed deadline and chase papers if required. Hold 1:1 meetings with the meeting Chair to agree agendas and papers. Act as minute and action taker, ensuring these are completed and sent to the meeting chair for approval within the specified deadline. Once approved, share minutes with the meeting attendees.

Skills, Knowledge and Expertise

Minimum standard of A - levels (or equivalent)

Significant Administration/Personal Assistant experience.
Excellent organisational and administration skills.
Ideally to hold a Personal/ Executive Assistant qualification or relative alternative Qualification, and or GDPR qualification Foundation or Practitioner, and/or trained auditor.
Advanced IT Skills; knowledge of MS Office applications. Attending and preparing agendas for meetings and minute taking.
Excellent verbal and written communication skills.
Ability to adapt to new systems quickly.

Experience of project support

An keen interest or understanding in system change/ business transformation.
An understanding of Cyber Security
An understanding of the Data Protection (Jersey) Law 2018 / GDPR Law
Ability to work independently as well as part of a team; prioritise own workload; working under pressure and to tight deadlines; strong organisational/time management skills; high degree of accuracy.
Enthusiasm and resilience

Ability to think creatively to solve problems and deliver positive impact

Benefits

At Ports of Jersey we have a company cash health plan scheme you are eligible to join from day one with benefits such as;GP 75 Dental 75 Optical 75 Dental accident 300 Physio/ acupuncture/ chiropractic 200 Diagnostic tests/ scans 300 Health assessment 100 Plus many more discounts (DW gym, discount spa vouchers etc.)
We offer free parking at all of our locations.



We also offer a pension scheme to those on permanent contracts, the main benefits of the scheme are as follows;5% employer contribution rate on basic salary plus shift Employees can make voluntary contributions and ports will match 1% for 1% up to an employer maximum matched contribution of 5% e.g. Employee opts to contribute 5% Ports will match this and the total employer contributions would become 10% You are eligible to join the pension scheme the month after successful completion of your probation Minimum joining age - 18 You are not able to join the pension scheme once you reach Government of Jersey state retirement age Cash sum payable to nominated beneficiary if the member dies in service.

About Ports of Jersey

We are a 400+ strong team of air traffic controllers, coastguards, accountants, engineers, fire fighters, port operations, security specialists, pilots, project managers, technicians, passenger service agents and many, many more. We are tremendously conscientious people with enormous pride in serving our island.



We provide the connectivity that is critical to Jersey's economy and islanders' quality of life, whether to visit friends and relatives, to access specialist medical care and education, as well as to travel on holiday and business.

We keep the Island running, often without people even noticing us. Islanders depend on our lifeline freight links for the food we eat, the clothes we wear and the materials we build, furnish and heat our houses with.


At the same time, we have ambitious plans for the future. We are on schedule for the biggest capital investment since our incorporation, with plans to regenerate and transform the Harbour. Plans which will be built with our stakeholders and the community.

We're also planning to play our part in the biggest challenges of our lifetime: climate change and biodiversity loss. For anyone in the travel industry, a conversation about the subject is never going to be an easy one, but we're finalising an ambitious and authentic sustainability plan, to not only offset the emissions the links to Jersey create but to go much further. We're looking at initiatives that will truly make an impact, to our island and our planet. While also making a difference to our community.