Boards Secretary

A Housing Association is currently looking for a Boards Secretary & Corporate Governance Advisor on a 7 months temporary basis

Key responsibilities are as follows

Develop and maintain productive working relationships across the organisation including with the Chair and Board members, Committee Chairs and members and the Executive Board

Organise the annual meeting schedules; assist in the production of agendas (including agenda forward planning) and papers for those Boards, Committees, Subsidiaries and Joint Venture Boards assigned to this role as required; attend the meetings and takeminutes, ensuring that decisions are correctly recorded and all meeting documentation is filed as necessary

Review Committee, joint venture and subsidiary board papers, and those of other meetings as required, to ensure that decisions required are clearly set out in the recommendations and that decisions are being made at an appropriate level within the delegatedauthorities

Attend Committee, joint venture and subsidiary board meetings providing advice and ensuring good governance practices are being followed, referring to the appropriate delegated authorities as required

Undertake the preparation of meetings and awaydays

Assist in induction, appraisal and retirement of Joint Venture and committee members and keep such processes under review

Be responsible for the upkeep and recording of governance documents including constitutional records and Declarations of Interests for the Group’s legal entities, excluding Group Board

Administrator for the electronic meeting portal for those board and committee meetings for which this role has designated responsibility

Support the Deputy Company Secretary in maintaining the efficient delivery of the governance framework, including ensuring that the company structure chart is up to date

Undertake reviews of governance policies and processes as required, recommending improvements in line with good practice

Monitor the activities of group entities to ensure they act within their rules and regulations

Support the organisation of the AGMs for all group entities, general meetings and special general meetings where appropriate

Support the Deputy Company Secretary to ensure that all regulatory and statutory returns and associated documents for the entities for which this role is responsible are filed with Companies House, the Charities Commission, the FCA, and the Regulator ofSocial Housing (and any other bodies as required)

Record and administer the seal to legal documents in accordance with the system of authorised signatories, ensuring correct procedures are followed, updating Blueprint as necessary in the absence of the Governance Assistant.

Support all activities in relation to regulatory matters, ensuring that regulatory requirements, guidance notes, and information requests are met in an appropriate and timely manner

Undertake Companies House Annual Returns and Statutory filing including of share issues and redemptions in an accurate and timely manner

Essential Requirements

Experience of working with confidential and sensitive material in a professional manner

Knowledge of governance good practice

Proven ability to understand and act on relevant legislative requirements and governance procedures

Proven experience of supporting decision making and improving processes

Proven experience of working with a wide variety of people at all levels, up to, and including, Board members and Directors

Experience of working as part of a team to ensure that team objectives are met

Self motivated, performance driven with initiative to assess complex situations and make decisions quickly and effectively

Excellent minute-taking and written communication skills with ability to produce concise and high quality minutes and reports

Strong verbal communication skills with the ability to advise and influence people at all levels including Board members and Directors