Governance Coordinator

ROLE PURPOSE

To provide effective administrative support in a governance environment to the Registrar Department and supports and assist the Governance Manager and Registrar. The support will be to set timescales to allow the department to ensure compliance with the Institute’s governance documents, charitable responsibilities and duties and standards as a Registered Charity incorporated by Royal Charter.

This role will have key responsibilities for Risk, Audit and Finance Committee (RAFC).

The role will have responsibilities for arranging the annual elections to Council from the Professional Membership, and from Council to Trustee Board and Nominations Committee. The role also assists with actions, as required, from Trustee Board and Nominations Committee and Risk Audit and Finance Committee.

Support and assist with the organisation of the Annual General Meetings when required including ensuring compliance with the annual cycle of governance issues.

KEY RESPONSIBILITIES

Co-ordinate, plan and support the work of the Resolution Panel and the Distinguished Fellowship Steering Group. Liaising with the respective Chairs to plan the business cycle, attend meetings, produce minutes as required in line with the processes.

Preparing and producing Board/Committee papers, reports, agendas, minutes, actions. Attend all RAFC meetings as secretariat recording all actions and decisions taken, and provide advice on correct procedure, both before the meeting, by way of a written briefing document for the Chair, and during the meeting itself.

Produce a written record of all RAFC meetings in accordance with the governing documents and ensure that the record is reviewed by the appropriate persons; e.g. CEO, Chair etc. and placed on relevant Committee secure area. All minutes / actions must be drafted within one day of the meeting for the Governance Manager to review. The Chair must receive the minutes for approval within one week of the meeting.

Undertake any actions for RAFC in accordance with the governing documents.

With the assistance of the Governance Manager organise, support, offer advice to the RAFC Chair and relevant directors to ensure that all business is conducted in a proper and timely manner as defined in the governing documents.

Advise the RAFC Chair of the appropriate processes for proposed amendments to governing documents. Advise colleagues and volunteers how to progress any decision to amend governing documents by researching, preparing papers, approval, and timeframes as required in the governing documents.

Arrange, monitor and conclude all aspects of electronic meetings of RAFC or other groups in accordance with Regulations when instructed by the Chair. Ensure that any RAFC or other Boards / Committees / group members wishing to join a meeting via electronic communication equipment is able to and is advised of how to proceed.

Ensure the administration of all nomination AGM material is prepared in accordance with the clients brand and ensure compliance with the annual cycle of governance issues. Arrange the annual election process from the Professional Membership to Council, in accordance with the governing documents. Where necessary plan and organise the elections from Council to Trustee Board, Nominations Committee, Chair of Council and Vice-Chair of Council. Initiate the call for nominations, prepare and ensure accuracy of voting material, ensuring adherence to the governance requirements for the voting process (outsourced where necessary), in liaison with the Registrar and Governance Manager.

Organise and liaise with independent election providers to implement and finalise all nomination and election projects. This should include all AGM material, voting processes, voting deadlines as required in the governing documents.

Ensure that elections are conducted in a fair, secure and accessible manner and to ensure that current technology is used to the maximum to facilitate the voting process.

To provide assisted secretariat support for Trustee Board and Nominations Committee, if required.

Supporting the Registrar team in ensuring the smooth running of the Board/Committee/subsidiary meetings. Identifying opportunities for improvements, calling for papers, checking availability of attendees (where appropriate). Producing and maintaining attendance records, name cards, all meeting arrangements including room bookings, catering requirements, telephone/IT/AV equipment. Responsible for typing, formatting, reading and circulating agendas and other documents, uploading to Basecamp, formatting minutes, briefing documents.

Co-ordinate, plan and support the sharing of Trustee Board papers in line with the process set out. Setting timelines in line with the process and liaising with senior volunteers and senior staff to ensure appropriate confidentiality levels are maintained for Trustee Board documents as they are disseminated though varying confidentiality levels with redactions if necessary.

Work with the Governance Manager to develop and maintain Registrar separate document repositories for staff and volunteers with varying levels of confidential information to ensure all material is logically filed and accessible and archived at appropriate points in line with the business process.

Succession Planning Board/Committee Terms of Office

Responsibility for maintenance of part of Membership database which gives permissions to the clients members when linked to a particular board or committee or group. Running an associated quarterly report from the Membership database and putting into house-style / format for presentation to a committee which monitors succession planning for senior volunteers.

Co-ordinate and support the advertising, nomination, interview and selection process including arranging the interview panels, for senior volunteer roles including Deputy President (with a view to the successful candidates being elected as President, Vice-Presidents, Chairs and members of Professional Conduct Panels).

Co-ordinate and prepare the annual Trustee Board Regulations review. Liaise with each key stakeholder and produce final document for Trustee Board approval.

Responsible for the annual signing of Declarations of Interest by all Trustees and Council members is undertaken in accordance with the process. Liaising with Trustees and Council, filing and updating the register.

Responsible for the scheduling and co-ordination of the monthly team meetings. Producing agendas, papers and minutes of each meeting.

To provide prompt and efficient admin support for all activities carried out by the Registrar function e.g. diary management, dealing with and redirecting, as appropriate, queries, volunteer issues and other . Handling all incoming and outgoing post, volunteer expenses forms, maintain requisite stationery supplies, scanning, filing, photocopying, archiving, production of documents and presentations in Word, Excel, PowerPoint, Adobe.

Ensure that confidential or sensitive data held within the Department is handled in an appropriate manner, ensuring the confidentiality of all Board/Committee papers, and disciplinary case information within the department.

Monitor and act upon enquiries into the Registrar Team and the Council Admin email box on a daily basis for enquiries and action in partnership with the Governance Manager.

Undertake, as directed by the Governance Manager, any actions for Trustee Board and/or Nominations Committee and/or Risk Audit and Finance Committee in accordance with the governing documents.

Paul Feldman is the National Skills Agency Data Protection Officer. Your data will be stored until notice is given by you for it to be removed. Our Data Protection Policy will be forwarded to you on request. As we get a high number of applications, we may be unable to give feedback to unsuccessful candidates. We will retain your details to keep you informed of other opportunities. National Skills Agency Ltd is acting as an Employment Agency in relation to this vacancy and is an Equal Opportunities employer we welcome applicants from all backgrounds.