Vacant job

The Role and Responsibilities

We are looking for an Administrative Coordinator/Board Secretary to join the HR and Communications Unit.

In this role, you will contribute to efficient, legally secure, and coordinated administration within the administration. The assignment focuses particularly on the registry, quality review of official memos, remissions and investigations, as well as support in the board process. You report to the HR and Communications Manager.

You will be a valuable addition to the work with case management, diary registration, archiving, and administrative processes. Currently, there is a Board Secretary at the administration who owns the board process. In this role, you will strengthen the board process and act as a substitute when the Board Secretary is absent, while the main focus of the assignment lies on official memos, the registry, and coordinating administrative tasks within the administration.

Your main responsibilities:

• Responsible for quality review of official memos and contributing to quality and legal security in case management
• Work operationally with the registry, diary registration, case management, archiving, and monitoring of case flows
• Coordinate incoming remissions and investigations by organizing, developing, and ensuring the quality of materials and processes
• Provide support and guidance to managers and caseworkers regarding the registry, document management, remissions, case management, and administrative routines
• Handle board administration, disclosure cases, public documents, and confidentiality assessments
• Act as support and substitute for the Board Secretary during absence, for example by planning, coordinating, and leading the board process from preparation to post-processing
• Participate in the development of efficient, uniform, and legally secure administrative processes

The role also includes preparing summonses, taking minutes during meetings, and finalizing minutes when substituting for the Board Secretary. You coordinate incoming materials, distribute and prioritize cases, and report on case flows and monitoring as needed.

You have the authority to decide on the registration and diary registration of documents, propose and develop administrative routines, and act as an expert in archive and registry matters. You are also responsible for smaller investigation and development assignments and perform common administrative tasks within the administration.

What We Offer

You will become part of the HR and Communications Unit, where you work closely with colleagues and managers on issues related to administration, case management, registry, and the board process. The role involves broad contacts within the administration, and you will provide support to operations in administrative processes. An important area for development is to reduce vulnerability in the board process and strengthen quality, coordination, and legal security in the handling of cases, remissions, and administrative materials.

Here, you will have a responsible and varied assignment where you can contribute to the development of working methods, routines, and administrative processes. You will have the opportunity to use your competence in public administration, registry, and board administration in a context where quality, service, and legal security are central. We offer secure employment conditions and a work environment where collaboration, learning, and operational development are important parts of the work. Read more here: Our Employer Offer (#)

Who You Are

You have relevant post-secondary education in archives and information management, a university degree in law or public administration, or other education that the employer deems relevant for the assignment.

Other requirements:

• Experience with tasks typically found in a registrar role, such as diary registration, document management, case management, and information management. You do not need to have previously held the title of registrar, but must have worked with similar tasks.
• Knowledge of public administration, document management, and relevant legislation.
• Experience in coordinating and administrative work within public operations or politically governed organizations.
• Very good experience in formulating and ensuring the quality of decision-making materials, documents, and minutes.
• Very good ability to communicate in Swedish, both orally and in writing.

We consider it meritorious if you have:

• Experience working in a board secretariat.
• Experience working in digital case management systems, such as Public 360.
• Experience working with all parts of the GDPR process and ensuring the administration's compliance.

To succeed in the role, you need to be able to take responsibility for both the big picture and details in administrative processes. You work carefully and structured, follow up on cases, and ensure that materials, diary registration, and documentation maintain high quality. Since the role involves handling remissions, official memos, disclosure cases, and confidentiality assessments, you need to be analytical, able to prioritize, and drive work forward even when several cases are ongoing simultaneously.

You have high integrity and act professionally in contacts with managers, caseworkers, colleagues, and other partners. You are receptive and trustworthy, provide service and support within your areas of responsibility, and contribute to good collaboration. The role requires you to be flexible in your working style and able to switch between operational administrative tasks, quality assurance, coordination, and support in the board process.

We look forward to receiving your application!