The Governance Support Officer will be part of a team which delivers the day-to-day secretariat services required to support the University's academic and corporate governance committees.This role is key to effective delivery of the University's governance secretariat function and will provide professional expertise and support to the Assistant Director (Governance) and the Head of Secretariat in a range of areas, particularly focusing on those matters relating to providing professional secretariat services and project support for the governance structure of Council, Senate and their boards and subcommittees. The role holder will research, draft and support the consultation process on policies, reports, and processes necessary to ensure the effective and legally compliant operation of all University governance operations. They will also manage the Directorate internal and external communications channels and will be first point of contact for a range of stakeholders.
Key accountabilities:
- Support a range of University committees to ensure that these have effective and efficient secretarial supportand function in accordance with agreed internal and external standards and schedules, good practice and the correct legal framework(s).
- Assist in planning of the annual programme of work for each of the committees, drafting the overarchingcommittee schedule and associated agenda planners.
- Assist the AD Governance and Head of Secretariat with recruitment or election, induction and ongoing supportof committee members.
- Provide administrative support for projects and initiatives run within the Directorate e.g., support ad hocworking groups, and compile and present of a range of reports, statistics and information relevant to the work of same.
- Support the AD Governance and Head of Secretariat in the ongoing review and drafting of the University's governing documents to ensure they are fit for purpose and take account of relevant legal framework(s) (for example, Royal Charter; Statutes; Ordinances; and related policies, procedures and regulations).
- Provide support for Directorate communications across multiple channels. Ensure that the Directorates website,social media channels and external listings are effective, attractive, conform to legislative and accessibility requirements, are easy to navigate and that content is up to date.
- Act as first point of contact for all queries to the Directorate, resolving where possible and/or triaging for escalation as appropriate.
Key challenges and decisions :
- The role holder will, in the provision of day-to-day secretariat services, make decisions and recommendationsand advise senior colleagues, board/committee Chairs and other stakeholders in regards the business of committees to ensure operation within the appropriate regulatory framework (Ordinances, Statutes, Charter). In regards non-standard matters, they will consult and advise on the appropriate route forward and will know when it is appropriate and necessary to do so.
- They will be required to manage a workload with competing demands and deadlines.The role holder will agreeobjectives and overall priorities with their line manager but is expected to manage most unexpected/unplanned work within overall timeframes and to resolve day to day operational difficulties within team using own judgement and experience.
- The role holder should role model the Nolan principles of public life coaching and mentoring as appropriate.
- They will need to exercise consistent, positive and persuasive communications across the University to ensureappropriate structures, frameworks and methods for the oversight of University activities are in place. They will need to ensure they act within the law, sector guidance, and with integrity, meeting regulatory requirements.
- The role holder will remain aware of Higher Education policy changes surrounding corporate and academicgovernance to ensure that the University's policies and procedures align with good practice and do not put the University at risk.
Essential Criteria:
- Degree in a relevant field, or equivalent qualification or experience
- Experience of working within the higher education (or related) sector
- Proven experience of providing effective administrative support to senior management in a large andcomplex organisation
- Demonstrable experience of servicing and supporting high-level committee meetings
- Excellent communication and interpersonal skills with proven ability to build credible relationships with abroad range of stakeholders, including senior executives and committee members.
- Excellent organisational and administrative skills; the ability to use initiative and effectively organise ownworkload to balance competing priorities, remaining calm under pressure and working to tight deadlines. Systematic in approach to tasks, with attention to detail
- Ability to produce clear and concise written materials, as well as effective research skills, and to communicate same
- Ability to work flexibly and consultatively around the governance cycle and committees
- Ability to exercise discretion when required
- Experience of working with multi-disciplinary teams across a department and an institution/company
- Firm commitment to achieving the University's vision and values, with a passion for a transformative studentexperience and multidisciplinary, impactful research
- Commitment to deliver and promote equality, diversity and inclusivity in the day-to-day work of the role
