Job title: Governance administrator
Salary: £26,000 p.a. (full-time equivalent salary)
Location: Swindon
Contract type:  Permanent
Working hours: Part-time (25 hours per week)

 

We are looking for a part-time Governance Administrator to join our Registrar team in a permanent capacity at our Swindon offices located on key transport links in the town centre.

About the role

To provide effective administrative support in a governance environment to the Registrar Department. 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.

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.

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.

  • 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.

Who are we looking for?

Education and qualifications
  • Educated to A Level standard;
  • English language and Mathematics at GCSE Grade C or above.
Experience
  • Recent demonstrable experience in a similar governance role;
  • Demonstrable experience in an administrative focussed role;
  • Good understanding of the role and responsibilities of secretariat support for boards and committees and the importance of sound administrative support.
Competencies and skills
  • Strong organisational and planning skills; able to prioritise effectively;
  • Experienced and accurate administrator with strong attention to detail;
  • Excellent verbal and written communication skills, with ability to draft email correspondence with a style appropriate to the population served;
  • Ability to prioritise a multi-source workload;
  • Ability to work under pressure;
  • Experienced with in-house electronic systems e.g. databases, finance systems, basecamp (what is the generic name);
  • Excellent Microsoft Office skills including Outlook, Word, Excel, PowerPoint, SharePoint as well as Adobe.
Knowledge

Desirable - working understanding of governance

  • Knowledge of the IT/charity/training and development sector;
  • Knowledge of Data Protection/GDPR and its impact on the role/department.
Special conditions
  • Role is part-time, 25 hours per week (5 hours per day of 9.30 – 14.30);
  • Travel to London to attend the Annual General Meeting and other meetings, as required.

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.

How to apply

Please send your CV with a covering letter to hr@bcs.uk