Governance Officer

BCS, The Chartered Institute for IT, is committed to making IT good for society. We use the power of our network to bring about positive, tangible change. We champion the global IT profession and the interests of individuals, engaged in that profession, for the benefit of all.

We are recruiting for a Governance Officer to join our Registrar team, in a permanent capacity, working full-time at our Swindon offices located on key transport links in the town centre.

**Role context and purpose**:
To support and assist the Registrar and Governance Manager in ensuring a professional service is provided; maintain the legitimacy and integrity of BCS, The Chartered Institute for IT, in accordance with its governing documents and those Regulations, procedures and guidelines.

This role will have key responsibilities for the Council; for the organising of General Meetings including ensuring compliance with the annual cycle of governance issues. 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.

**Key Responsibilities**:

- Provide advice and professional secretariat support to the Council, which involves providing direction and liaising with the Council members and where applicable Executive members on Governance issues. Preparing and producing Board/Committee papers, reports, agendas, minutes, actions. Attend all Council 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 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 Council / Committee /Board 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 Council in accordance with the governing documents.
- Organise, support, offer advice to the 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 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 the Council or other groups in accordance with Regulations when instructed by the Chair. Ensure that any Council, Board / Committee / group member wishing to join a meeting via electronic communication equipment is able to and is advised of how to proceed.
- **Annual General Meeting / General Meetings**_
- Plan and organise the annual schedule for the AGM and other General meetings (physical, hybrid or virtual). Ensure the administration of all AGM material is prepared in accordance with the BCS 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.
- To organise and oversee all aspects of IT and technical support including internal communication as required.
- 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.
- Liaise with independent election providers and internal communications staff to assess all AGM communications to Members.
- Produce a briefing document for the General meetings including a meeting briefing script and slide presentation which has input from the CEO, President and Group Finance Director. Ensure the presentation document is completed, ready for the meeting.
- 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.
- **Recruitment of senior volunteers**_
- Organise the advertising, nomination, interview and selection process including arranging the interview panels, for senior volunteer roles incl