Governance and Administration Assistant

6 months ago

StratforduponAvon, United Kingdom Heart of England Mencap Full time

Job Advert

Here at Heart of England Mencap we enable people with learning disabilities to lead fulfilling lives allowing them to thrive and do, be and feel their best We know that we can only achieve this by hiring the best staff who share our values.

Do you have exceptional administration experience?

Are you a strong clear communicator?

Is working collaboratively in a team important to you?

The ability to take meeting minutes is essential, as is the need for confidentiality and professionalism.

**Governance and Administration Assistant - Tasks and Key responsibilities**

Support the Executive, including the Board of Trustees, to fulfil their governance responsibilities and provide personal assistance to the Executive Team CEO, Director of Operations and Management Accountant.

Administrative support to the Chairman and Board of Trustees, acting as Secretary to the Board.

Administration of governance systems and processes within Heart of England Mencap.

Provide the ongoing support to members of the executive team - including arranging attendance at meetings, co-ordination of meetings with external stakeholders.

Supporting the Office manager with ad hoc duties in line with the role.

**Governance**
- Provide administrative support to the Chair of Trustees and various Trustees including organisation of meetings, preparation of agendas, minutes and papers and the maintenance of confidential documents and files.
- Coordinate the administration of the governance requirements of the organisation including Board and Committee meetings including timely circulation of agendas, minutes, and other papers as required. Standards agreed and available to be reread by all trustees on the Organisation Calendar.
- Liaise and be the point of contact for Trustees and related advisors concerning meetings and supporting compliance with related governance obligations, e.g., Charity Commission and Companies House submission deadlines and updates. Responsible for keeping Companies House and Charity Commission records up to date with organisational changes.
- Attend Board meetings and subcommittee meetings as and when required.
- Support the internal Governance Committee by recoding minutes, preparing reports etc.
- Support the maintenance of the agreed Risk Registers and other data supporting good governance.
- Trustee onboarding and induction including advertising, arranging meetings, paperwork etc.
- Management of the Boardroom Apprentice scheme [we withdrew from the scheme this year but intend to join again next year]
- Assist with the annual audit in collation of minutes, declaration of interest forms etc.

**Reports and Information**
- Co-ordinate regular reporting - including progress chasing for reports for sub-committee meetings, Board meetings - within the time needed in advance of meetings.
- Manage and co-ordinate regular reports for operations, quality, and assurance.
- Diary Management and Executive Support.

**Administration support to the Office Manager**
- Room Bookings.
- Distribution of relevant policies and procedures.
- Health and Safety.
- Procurement.
- Buildings maintenance/management.
- Arranging fire risk assessments and other health and safety audits with external contractors.
- Marketing and communications - updating website. Collating statistics.

This position is for 32 or 40-hours per week, Working 9-5 4 or 5 days per week.

If you are **Honest, Effective, Aspirational, Respectful and Trustworthy **you’re our kind of person.

**Alongside being part of something amazing, our employee benefits include**:

- Extensive training and development - we will support with health and social care diplomas together with the care certificate
- 28 days’ annual leave (inclusive of bank holidays) rising to 33 days after 5 years
- Access to 24 hour Employee Assistance Scheme and trained mental health first aiders
- Discount card for high street and online retailers
- Employee ‘Refer a Friend’ scheme
- Long service awards
- Sick pay
- Life assurance scheme
- Staff recognition awards

In our latest inspection, we were rated **GOOD **by CQC

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