Job title: Registrar administrator
Salary: £19,000 p.a. pro-rata
Location: Swindon, Wiltshire

 

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:

  • Follows set processes and procedures to support the Registrar team by assisting with the preparation and checking of all papers and reports to Council, board and committee meetings;
  • Maintains a table of papers for all Council meetings, boards and committees and other meetings as required to ensure a comprehensive cataloguing system is in place;
  • Responsible for the process of ensuring that data protection legislation and document retention policy is met when processing personal data;
  • Initiates the process for Trustee Board papers to be shared with the Council and the general Membership to set timelines by liaising with senior volunteers and senior staff to ensure appropriate confidentiality levels are maintained for Trustee Board documents;
  • Ensuring the trustees documentation (declarations of eligibility, declarations of interest, trustee code of conduct) is current and in line with the organisation’s document retention policies;
  • Responsible for obtaining and collating documents, presentations (including PowerPoint) for trustee Training events;
  • Preparing and assisting guidance documentation (can include sourcing video presentations) for the AGM to deadlines, including preparing guidance for Members and venue arrangements;
  • Follows set processes and procedures in handling confidential and sensitive data in assisting the Registrar with the secretariat function for the Professional
    Conduct Panels producing bundles of case documents and redacting information where appropriate;
  • Working contact with volunteers: the BCS trustees, Council members and others who are external to BCS HQ in providing administrative support to the boards
    and committees on which they sit;
  • Working contact with the BCS senior staff and the BCS London office in order to support, Council, or the boards and committees on which they sit;
  • Handles confidential information and sensitive data in dealing with nominations for recognition of service for those external to BCS HQ;
  • Process and monitoring of expenses claims from volunteers and gains appropriate authorisation for reimbursement;
  • Responsible for timely communication with Finance in relation to purchase order requests and invoicing related to the department;
  • Maintains the department’s presence on the internal communications site to inform the rest of the organisation of the department’s role;
  • Maintaining accurate hard copy and electronic filing systems and conducting other administration tasks such as assisting with general correspondence,
    booking travel, scheduling and collation of documents for team meetings, minute taking and archiving of governance documentation;
  • Monitors business and process improvement opportunities, updating working processes and procedures when required, supporting and maintaining best practice for all ways of working, and acts as the department’s ‘tech champion’;
  • Flexibility is required of all job holders to adjust responsibilities as required from time to time by their Line Manager/Divisional Director;
  • There is an expectation that all staff will live 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 we are looking for

Education and qualifications
  • Educated to A Level standard
  • English language and Mathematics at GCSE Grade B or above
Experience
  • Demonstrable experience in a similar role
  • Significant experience in an administration focused role
Competencies and skills
  • Ability to process and apply new skills quickly
  • Excellent organisational skills
  • Good timekeeping and prioritisation skills
  • Ability to work under pressure
  • Excellent verbal and written communication skills, with ability to draft email correspondence to a standard acceptable for communicating with BCS President and Honorary Officers
  • Ability to prioritise a multi-source workload and operate in a highly confidential environment
  • Ability to work using own initiative or as part of a team
  • Communication within team
  • Accuracy and attention to detail, with ability to proof read effectively
  • Ability to learn and familiarise in-house electronic systems e.g. databases, finance systems, secure areas used as document repositories
  • Excellent Microsoft Office skills including Outlook, Word, Excel, PowerPoint,
    SharePoint as well as Adobe
Knowledge
  • Knowledge of GDPR and Data Protection Act 2018
Special conditions
  • Part time role, 4 hours per day (suggested hours 09:30am – 1:30pm (no break)); 20 hours spread evenly over five days per week
  • Attend annual general meeting in London
How to apply

Please send your CV to hr@bcs.uk