Governance Coordinator

3 days ago

Swindon, United Kingdom National Skills Agency Full time
Job Description

Job Title: Governance Coordinator - National Skills Agency

Job Summary:

The Governance Coordinator will provide administrative support to the Registrar Department and assist the Governance Manager in ensuring compliance with the Institute's governance documents, charitable responsibilities, and duties. The role will also involve coordinating the work of the Resolution Panel and the Distinguished Fellowship Steering Group, preparing and producing Board/Committee papers, reports, agendas, minutes, and actions.

Key Responsibilities:

  • Coordinate, plan, and support the work of the Resolution Panel and the Distinguished Fellowship Steering Group.
  • Prepare and produce Board/Committee papers, reports, agendas, minutes, and actions.
  • Attend all Risk, Audit, and Finance Committee (RAFC) meetings as secretariat, recording all actions and decisions taken.
  • Provide advice on correct procedure, both before the meeting and during the meeting itself.
  • Produce a written record of all RAFC meetings in accordance with the governing documents.
  • Undertake any actions for RAFC in accordance with the governing documents.
  • Assist the Governance Manager in organizing, supporting, and advising the RAFC Chair and relevant directors to ensure that all business is conducted in a proper and timely manner.
  • Advise the RAFC Chair on the appropriate processes for proposed amendments to governing documents.
  • Arrange, monitor, and conclude all aspects of electronic meetings of RAFC or other groups in accordance with Regulations.
  • Ensure the administration of all nomination AGM material is prepared in accordance with the client's brand and ensure compliance with the annual cycle of governance issues.
  • Organize and liaise with independent election providers to implement and finalize all nomination and election projects.
  • Ensure that elections are conducted in a fair, secure, and accessible manner.
  • Provide assisted secretariat support for Trustee Board and Nominations Committee, if required.
  • Support the Registrar team in ensuring the smooth running of Board/Committee/subsidiary meetings.
  • Identify opportunities for improvements, call for papers, check availability of attendees, and produce and maintain attendance records.
  • Coordinate, plan, and support the sharing of Trustee Board papers in line with the process set out.
  • Work with the Governance Manager to develop and maintain Registrar separate document repositories for staff and volunteers with varying levels of confidential information.
  • Responsibility for maintenance of part of Membership database which gives permissions to the client's members when linked to a particular board or committee or group.
  • Run an associated quarterly report from the Membership database and put into house-style/format for presentation to a committee which monitors succession planning for senior volunteers.
  • Coordinate and support the advertising, nomination, interview, and selection process for senior volunteer roles.
  • Coordinate and prepare the annual Trustee Board Regulations review.
  • Responsible for the annual signing of Declarations of Interest by all Trustees and Council members.
  • Responsible for the scheduling and coordination of the monthly team meetings.
  • Provide prompt and efficient admin support for all activities carried out by the Registrar function.
  • Ensure that confidential or sensitive data held within the Department is handled in an appropriate manner.
  • Monitor and act upon enquiries into the Registrar Team and the Council Admin email box on a daily basis.

Requirements:

The ideal candidate will have excellent administrative skills, attention to detail, and the ability to work in a fast-paced environment. They will also have strong communication and organizational skills, with the ability to work effectively with senior volunteers and staff.

Working Hours: Full-time

Location: National Skills Agency

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