Employed by DG Chamber of Commerce the Secretariat will act as the main point of contact for the DTB office whilst ensuring that all projects are managed and recorded on DTB database in line with Board process.
Secretariat
Placement within Dumfries Town Board (DTB)
Dumfries Town Centre
Part Time – 22hrs per week
Help us create a long term vision for Dumfries
Employed by DG Chamber of Commerce the Secretariat will act as the main point of contact for the DTB office whilst ensuring that all projects are managed and recorded on DTB database in line with Board process. Secretariat should be invested into the purpose of the DTB, its outlines and understand its ‘why’.
What you’ll be doing
· Provide administrative and clerical support to DTB
· Preparing and managing correspondence, reports, documents, and databases
· Organises and coordinates meetings, conferences, travel arrangements, and events
· Handling incoming and outgoing DTB communications, such as phone calls, emails, and mail
· Implementing and maintaining any office systems and policies
· Scheduling and confirming appointments and calendars for DTB Chair & Board
· Liaising with internal and external stakeholders
· Reporting to Board Members and performing secretarial duties
· Organise, Attend and Minute DTB Board Meetings
Note: This job description is not exhaustive and will be subject to periodic review. It may be amended to meet the changing needs of the business. The post-holder will be expected to participate in this process and we would aim to reach agreement on any changes
Primary Responsibilities
· Manage the Project Database of the DTB.
· Manage the Financial oversight in line with Dumfries Council finance department.
· Reconcile statements from suppliers and engage with Council Finance Dept.
· Manage the DTB Board Minutes of Meetings.
· Key Focal Point of DTB in Town Centre Offices.
· Advocate the DTB Computer literacy
Personal Specification
Essential
Desirable
Qualifications & Training
Educated to Standard Grade level or equivalent including English and Maths
Advanced knowledge of Microsoft suite of products, especially Excel.
Financial qualification or previous experience of understanding accounts and project expenditure
Experience
At least one year’s relevant work experience.
Experience in same industry.
Qualities and Attitude
Well-organized, good team player, problem -solving approach.
Proactive.
Competencies
Strong organizational skills
Problem-solving approach
Good interpersonal skills
Multi-tasker
Assertive
Customer service focus
Effective communicator, on phone, in writing and in person
What’s in it for you
As well as a competitive salary, minimum of national living wage, which is reviewed annually, you can also enjoy a number of other benefits.
At DG Chamber, we believe it’s the little things we do in life that make a big difference. From helping you look after your family’s wellbeing, save for your future and take personal steps for climate action – our benefits are designed to help you do just that - so that you have everything you need to take care of your world – today and tomorrow. That’s why our benefits include:
· 22hrs per week.
· Work pattern - days/ hours to be mutually agreed.
· 36 days annual leave (pro-ratad based on 35hrs).
· Based at Eskdale House, Bankend Road, Dumfries, DG1 4ZZ and outposted to Dumfries Town Centre location.
· Enhanced sick pay scheme
· Allowance for expenses and travel
You can apply on Indeed or direct via email by sending your cv to: President@dgchamber.co.uk
