Governance Assistant

2 weeks ago

Scunthorpe, United Kingdom Ongo Full time

Here at Ongo we believe everyone has the potential to be great. It's what drives us to come to work and do our jobs every day.

Most people know us as a landlord providing homes to 10,000 people and their families. But homes aren't our business, people are.

We are looking to appoint a **Governance Assistant** on a permanent basis within our Governance Team with a salary of £21,128.

**Team**: Governance

**Service**: Corporate Services

**Responsible to**: Governance Manager

**Overall Purpose of Job**

To support the Governance Team to ensure an effective and efficient governance service is provided to the Group that will enable governance requirements to be met and delivered, and Board Members and the Assistant/Company Secretary to fulfil their statutory duties.

**Main Responsibilities**
- Provide full administrative support to meetings for Boards and Committees which covers all aspects of the meeting process from setting a meeting date through to the meeting taking place and all follow on tasks.
- Provide full administrative support to all others areas of the Governance Team’s work
- Take accurate concise minutes of meetings being objective and unambiguous. Use judgement on what needs to be recorded and produce to meet deadlines.
- Arrange all travel and hospitality for Board and governance related activities.
- Have an awareness of the expenses/payroll process for Board Members. Support the Governance Manager in approving Board Members claims, liaising with HR for Payroll purposes.
- Work with HR and individual Board Members to deal with any queries arising from the expense or payroll process.
- Be the first point of contact for Board Members and deal with their queries referring to other colleagues as required and provide support to Board Members to enable them to fulfil their role.
- Liaise with ICT to support Board Members with any technological issues.
- Deal with any governance queries from staff and have regular contact with the Executive Leadership Team (ELT) around Board and governance issues.
- Support new Board Member induction process ensuring completion in a timely manner
- Have a basic overview of the Company Secretary function and understand how your work can support them fulfil their statutory duties.
- Have an understanding of the Regulator of Social Housing’s Regulatory Standards and support the Governance Team in ensuring compliance with those.
- Have an understanding of the constitutional documents of the companies and how the requirements within those will influence work such as agenda setting, meeting planning.

**Creativity & Innovation**
- Use own initiative to answer queries, especially from Board Members and ELT.
- Use knowledge and guidance to solve problems at first contact. Queries range from routine to more complex matters where there is some opportunity to use innovation and problem solving techniques but working within procedures at the same time.
- Book appropriate travel and hospitality with a focus on VFM and suitability for the needs of the individual/event.
- Liaise with other parties, including the Regulator of Social Housing, to make appropriate arrangements for meetings involving Board Members, ELT and other parties. Use own judgement and take decisions on the most suitable date and venue for meetings.
- Write communications appropriate to different audiences by choosing a suitable method to deliver the message that is appropriate to the recipient’s needs.
- Produce accurate, concise minutes using own judgement to determine what needs recording
- Fully arrange (from start to finish) Away Day and other events for board members. This will include selecting a date to maximise attendance, choosing and booking an appropriate venue (based on own assessment of the needs of the event), arranging all facilities and equipment for the day, being the lead contact on the day with the venue and all attendees to ensure the events runs smoothly.

**Contacts & Relationships**
- Daily contact with ELT to answer queries, report chasing (being assertive to ensure deadlines are met by ELT), meeting arrangements. Will have to attend meetings with ELT and lead where required presenting draft agendas and meeting packs with ELT and providing updates/responding to questions on progress with Board reports which can veer into complex questions around content.
- Daily contact (often first point of contact) with Board Members. Will need to build a good rapport to provide support and guidance and answer queries which may not always be straightforward. Be able to understand the issues to answer using knowledge and following guidance or seeking advice from colleagues to feedback to the Board Member.
- Regular contact with Board Members to provide guidance and one to one support on ICT issues e.g. training on Board ICT systems, using HR portal. This is to support the Board Member fully understand the systems and be able to fulfil their duties using them. Requires good working knowledge of

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