Executive Officer to the Chief Executive & Secretary (CEO) CPA UK - Coordinate the CEOs diary, programme and travel arrangements working closely with colleagues across all three teams.
- Compile and process CEOs expenses.
British Islands & Mediterranean Region Secretariat - Assist CEO in their role of Regional Secretary, CPA British Islands & Mediterranean Region (BIMR), including supporting the organisation of the annual BIMR conference in collaboration with the host branch.
- Assist CEO to organise the BIMR AGM including preparation and distribution of the agenda, papers, briefs and minutes in coordination with the host branch.
- Support recruitment, briefing and making logistical arrangements for the CPA UK delegation to the CPA BIMR conference.
- Support meetings and activities relating to BIMRs networks (see below) and strategy implementation.
Commonwealth Parliamentarians with Disabilities (CPwD) · Proactively support the CPwD Regional Champion to plan and deliver a work plan for the network. · Support Steering Group meetings, including advising the Chair (Regional Champion) and CEO, writing minutes and administering follow up actions. · Support the triennial election of the BIM CPwD Regional Champion. - Provide administrative and logistical support for any other CPwD activities (such as webinars, briefings and meetings).
· Ensure Westminster involvement and representation in the BIMR CPwD Steering Group by proactive recruitment and information sharing. Commonwealth Women Parliamentarians (CWP) - Assist Deputy Chief Executive with work relating to CWP, including providing Regional Secretariat support to BIMRs CWP Representative and Steering Committee.
- Support host branches with administration relating to BIMR CWP conferences.
- Support recruitment, briefing and logistical arrangements for the CPA UK delegation.
- Support Steering Committee meetings including writing minutes.
- Support the triennial election of the BIMR CWP Representative.
- Provide administrative and logistical support for any other CWP activities (such as webinars, briefings and meetings).
LGBT+ Network - Assist colleagues with work relating to the network, including minuting meetings and supporting the delivery of activities.
Commonwealth Parliamentary Conferences - Support the recruitment, registration and logistical arrangements for the UK delegation. Organise briefing meeting and prepare briefing pack.
- Working with the International Partnerships Team, liaise with FCDO representatives in-country to arrange briefings, supplementary bilateral programme, hospitality and logistical support.
- Support CEO to organise the BIMR meeting at the CPC, recording attendance in coordination with BIMR branch secretaries and collate and distribute branch updates.
- Process delegates expense claims and organise report-back.
Youth Ambassador for CPA UK - Lead recruitment of youth parliamentarians to represent CPA UK at the annual Commonwealth Youth Parliament. Be responsible for pre-briefing, debriefing, logistical arrangements and liaison with CPA HQ Secretariat. Ongoing liaison with young person, facilitating continued engagement with CPA UK and its programmes.
- Organise and recruit for an annual work experience programme.
- Scope out and initiate other youth engagement opportunities.
Executive Officer to the CPA UK Executive Committee (ExCo) and the Finance, Audit & Remuneration Committee (FAR) - Organise the ExCo and FAR meetings including scheduling meetings, sending Outlook invitations, preparing and distributing papers and recording attendance.
- Draft and distribute the minutes.
HR Support - Assist HR Adviser with staff transition (joiners and leavers) including allocation of office equipment, liaison with Parliamentary Digital Service (initiation and closure of Outlook and phone a/cs), administering DSE assessments, and subsequently ordering relevant work aids.
- Assist HR Adviser with administration for recruitment campaigns.
- Work with Deputy Chief Executive to organise CPA UK away days.
- Support HR Adviser on programmes and activities in support of staff mental health and welfare including organising regular cross-team engagement opportunities.
- Be responsible for the L&D calendar in OneNote.
Office and Team Coordination - Responsible for CPA UK Room bookings and booking porters for before and after events where different furniture set-ups are requested.
- Responsible for office organisation:
Programmes · Sign up to undertake tasks in support of Westminster-based programmes delivered by CPA UK. |
