Vacancy: Governance administrator

We are now recruiting for a Governance Administrator to join our Registrar team, in a full-time, permanent capacity. This role comes with the flexibility to work from home or the office, dependent on business needs.

About the role

To provide effective administrative support in a governance environment to the Registrar Department and supports and assist the Governance Manager and Registrar. The support will be to set timescales to allow the department to ensure compliance with the Institute’s governance documents, charitable responsibilities and duties and standards as a Registered Charity incorporated by Royal Charter.

This role will have key responsibilities for Risk, Audit and Finance Committee (RAFC).

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.

Support and assist with the organisation of the Annual General Meetings when required including ensuring compliance with the annual cycle of governance issues.

Key responsibilities:

Committees/Panels

• Co-ordinate, plan and support the work of the Resolution Panel and the Distinguished Fellowship Steering Group. Liaising with the respective Chairs to plan the business cycle, attend meetings, produce minutes as required in line with the processes.
• Preparing and producing Board/Committee papers, reports, agendas, minutes, actions. Attend all RAFC meetings 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 all RAFC 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 Committee 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 RAFC in accordance with the governing documents.
• With the assistance of the Governance Manager organise, support, offer advice to the RAFC 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 RAFC 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 RAFC or other groups in accordance with Regulations when instructed by the Chair. Ensure that any RAFC or other Boards / Committees / group members wishing to join a meeting via electronic communication equipment is able to and is advised of how to proceed.

Annual General Meeting / General Meetings

• Ensure the administration of all nomination 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.
• 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.
• 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.

Other Committees/Panels

To provide assisted secretariat support for Trustee Board and Nominations Committee, if required.

Board support

Supporting the Registrar team in ensuring the smooth running of the Board/Committee/subsidiary meetings. Identifying opportunities for improvements, calling for papers, checking availability of attendees (where appropriate). Producing and maintaining attendance records, name cards, all meeting arrangements including room bookings, catering requirements, telephone/IT/AV equipment. Responsible for typing, formatting, reading and circulating agendas and other documents, uploading to Basecamp, formatting minutes, briefing documents.

Sharing of Trustee Board papers

Co-ordinate, plan and support the sharing of Trustee Board papers in line with the process set out. Setting timelines in line with the process and liaising with senior volunteers and senior staff to ensure appropriate confidentiality levels are maintained for Trustee Board documents as they are disseminated though varying confidentiality levels with redactions if necessary.

Document Repository

Work with the Governance Manager to develop and maintain Registrar separate document repositories for staff and volunteers with varying levels of confidential information to ensure all material is logically filed and accessible and archived at appropriate points in line with the business process.

Succession Planning Board/Committee Terms of Office

Responsibility for maintenance of part of Membership database which gives permissions to BCS Members when linked to a particular board or committee or group. Running an associated quarterly report from the Membership database and putting into house-style / format for presentation to a committee which monitors succession planning for senior volunteers.

Recruitment of senior volunteers

Co-ordinate and support the advertising, nomination, interview and selection process including arranging the interview panels, for senior volunteer roles including Deputy President (with a view to the successful candidates being elected as President, Vice-Presidents, Chairs and members of Professional Conduct Panels).

Trustee Board Regulations

Co-ordinate and prepare the annual Trustee Board Regulations review. Liaise with each key stakeholder and produce final document for Trustee Board approval.

Trustees/Council Declarations of Interest

Responsible for the annual signing of Declarations of Interest by all Trustees and Council members is undertaken in accordance with the process. Liaising with Trustees and Council, filing and updating the register.

Team meetings

Responsible for the scheduling and co-ordination of the monthly team meetings. Producing agendas, papers and minutes of each meeting.

General administrative duties

To provide prompt and efficient admin support for all activities carried out by the Registrar function e.g. diary management, dealing with and redirecting, as appropriate, queries, volunteer issues and other . Handling all incoming and outgoing post, volunteer expenses forms, maintain requisite stationery supplies, scanning, filing, photocopying, archiving, production of documents and presentations in Word, Excel, PowerPoint, Adobe.

Confidentiality

Ensure that confidential or sensitive data held within the Department is handled in an appropriate manner, ensuring the confidentiality of all Board/Committee papers, and disciplinary case information within the department.

Monitor and act upon enquiries into the Registrar Team and the Council Admin email box on a daily basis for enquiries and action in partnership with the Governance Manager.

Undertake, as directed by the Governance Manager, any actions for Trustee Board and/or Nominations Committee and/or Risk Audit and Finance Committee in accordance with the governing documents.

• Flexibility is required of all job holders to adjust responsibilities as required from time to time by their Line Manager/Divisional Director;
• All staff will live the BCS’ values and support our purpose;
• Continually looking at ways to make improvements to systems, processes and procedures;
• The content and reporting lines detailed in this job description may be reviewed and changed from time to time to reflect organisational requirements.

BCS is dedicated to providing training and development to help all staff realise their potential, and also offer a generous benefit package.

BCS, The Chartered Institute for IT are committed to promoting equality at every opportunity as an employer. This statement and our policies are designed to ensure our recruitment and employment practices and procedures actively promote equality of opportunity and value diversity.

All applicants must be eligible to work in the UK upon application.

PLEASE NOTE: This vacancy may be removed before any listed closing date once a sufficient amount of applications have been received.

In the event that we receive a high number of applications for this vacancy, we may be unable to provide an individual response to every candidate, therefore if you haven’t heard back from us within 4 weeks of the closing date, please consider your application unsuccessful on this occasion.