Posted: 7h ago
The role
Governance & Administration Officer Salary: £14.45 per hour Hours: 10 hours per week (flexible in line with governance timetable) Reports to: Clerk & Chief Operator Primary Purpose of the Role To deliver high-quality governance and administrative support, ensuring the organisation meets its statutory, regulatory and constitutional obligations. The postholder will operate as an ACE (Accurate, Consistent, Efficient) administrator, taking ownership of governance administration processes, ensuring records, compliance activity and systems are accurate, complete and delivered on time. Working Pattern & Governance Requirements • Monthly Trustee Meetings: Attendance and minute taking required for every third Tuesday evening of the month (excluding August) • Annual General Meeting (AGM): First Monday in June • Mayor’s Court: First Monday in October • Additional meeting attendance may be required from time to time. Time off in lieu or adjusted hours will apply. • While the role is structured around fixed governance commitments, working days and times can be flexibly arranged to suit the individual, subject to the governance requirements, meeting attendance, and associated deadlines being fully met Key Responsibilities 1. Governance & Committee Support • Prepare agendas, take minutes, and record decisions and actions • Maintain and own governance records, including registers and declarations of interest • Ensure documentation is secure, version-controlled and audit-ready 2. Compliance & Assurance • Support and assist with statutory submissions (e.g. Charity Commission) • Support the update and maintenance of compliance records (GDPR, safeguarding, H&S, policies) • Monitor deadlines and escalate risks or delays • Maintain audit-ready evidence and documentation 3. Administration & Systems • Maintain structured filing systems • Produce governance packs and documentation • Support and own document control and consistency 4. Communication & Information Management • Act as key contact for Trustees, Freemen Members and stakeholders • Circulate papers and manage communications • Maintain accurate records and confidentiality standards 5. Support to Clerk & Chief Operator • Prepare reports and governance documentation • Maintain and track action logs • Support membership and governance events • Provide administrative support 6. Accountability & Standards • Take ownership of governance administration processes • Ensure accuracy, timeliness and completeness • Maintain professionalism and confidentiality • Deliver work to ACE standards (Accurate, Consistent, Efficient) 7. General Responsibilities • Work flexibly to meet governance commitments • Support continuous improvement • Undertake any other duties commensurate with the role Person Specification Essential • Strong organisational and administrative skills with high attention to detail • Experience of minute taking, agenda preparation and document control • Proficient in Microsoft 365 (Word, Excel, Outlook, Teams, SharePoint) • Ability to work independently and flex around governance requirements • High levels of confidentiality, professionalism and reliability • Clear written and verbal communication skills Desirable • Experience in a governance, charity or regulated environment • Knowledge of governance frameworks and compliance • Experience supporting Boards or committees • Experience of structured, compliance-focused administration systems Skills & Competencies • Methodical, organised and reliable • High accuracy and strong record-keeping discipline • Sound judgement and discretion • Proactive, with ability to anticipate needs • Calm and dependable when working to deadlines Impact of the Role • Strong governance and compliance • Accurate and audit-ready records • Effective trustee support • Efficient administrative systems • Protection of organisational integrity
