Governance Assistant
Role Description and Person Specification
Governance Assistant – Role Description and Person Specification
Salary: £25,000 - £28,325 (dependent on experience)
Responsible to: Head of Governance
Hours: 37.5 (1 WTE)
Contract: 1 year fixed-term
Location: Remote working with ability to travel across the UK
Apply: Through link on our website. Go to www.collegeofparamedics.co.uk select members then vacancies and download the Recruitment Pack for the Governance Assistant role
Purpose of the position
The primary role of the Governance Assistant is to provide administrative support to the workstreams under the Head of Governance, which include but are not limited to, annual work plan, royal charter, bylaws, elections, policies and procedures and GDPR compliance.
The Governance Assistant will act with integrity, positivity, energy, and adaptability, using their skills to build effective relationships and work within a shared vision.
The Governance Assistant will focus on supporting the Head of Governance to ensure the maintenance of high-quality governance processes within the organisation.
Key relationships
The Governance Assistant will be expected to establish and maintain effective working relationships with these key positions within the Royal College of Paramedics including:
- Head of Governance;
- All college departments and team members;
- President and Vice President;
- Chief Operating Officer;
- Chief Executive Group;
- Chairs and Members of the Paramedic and Student Councils;
- Administrative, membership, marketing, IT, and finance staff;
- Board of Trustees
The Personal Assistant’s duties and responsibilities include:
Governance
- Work closely with the Head of Governance to ensure the charity is compliant with regulatory requirements
- Maintain a good understanding of the governance processes and requirements, and work closely with the Head of Governance to ensure they are efficiently and effectively managed
- Maintain a good understanding of the implications for the role and organisation of the requirements of GDPR and other relevant legislation
- Maintain a good understanding of the need for effective policies and procedures, sustained within a robust review process
- Support the efficient and effective day-to-day functioning and co-ordination of the administrative activities associated with governance within the Royal College of Paramedics
- Prioritise and time manage the administrative workload appropriately to meet specific deadlines.
- Support the Head of Governance on the election of trustees and member representatives as required, working with the Membership, Marketing and Engagement team and liaising with candidates, election services and incumbents.
- Provide administrative support for various governance aspects around the Board, Councils, member meetings, reporting and the Chief Executive Group
- Provide administrative support for aspects of Board Meetings/Committees and resources in the absence of the Executive Assistant to the Chief Executive
- Support with timely production of relevant minutes, reports, action summaries and follow ups alongside the Executive Assistant to the Chief Executive and Head of Governance
- Coordinate travel, venue bookings and accommodation for Board, Committees and Councils where appropriate
- Provide administrative support to the Royal Charter project
- Work closely with the Head of Governance to ensure relevant information is shared with third parties or stakeholders
- Oversee the formatting and editing process associated with key documents, in line with branding guidelines;
- Develop and maintain effective electronic filing systems ensuring that information is kept securely and is accessible as appropriate;
- Attend physical meetings at locations within the United Kingdom, as required;
- Undertake other tasks or projects that may arise.
Business Administration
- Providing cover and administrative support to the Executive Assistant to the Chief Executive and Personal Assistant in any absence or when the needs of the business demand
- Coordinating electronic diaries;
- The coordination and business arrangements for Royal College of Paramedics meetings, including serving as a Secretariat for meetings, various established or short-term functions of the College. This includes but is not limited to preparing agendas, taking minutes, action logs, sourcing venues, liaising with delegates, booking travel and accommodation, catering, sourcing audio visual equipment and facilitating remote attendance, collating meeting documentation, recording minutes and /actions;
- Assist with the co-ordination of General Enquiries received by the Royal College of Paramedics over the phone or via email/dedicated mailbox, including tracking responses to ensure all enquires are dealt with in a timely manner;
- Undertake and complete an ongoing development review process, set by, and reviewed on an ongoing basis.
Communications
The Governance Assistant will be required to effectively communicate with the roles listed in the section above under 'key relationships, as well as with representatives of key stakeholder organisations and professions.
Location of workplace
The Governance Assistant will primarily work from home, with the requirement to attend other locations within the UK, on various occasion. In such circumstances, travel and accommodation will be funded by the Royal College of Paramedics and expenses reimbursed in accordance with the Royal College of Paramedics expenses policy.
Qualifications and/or Knowledge
- Knowledge of governance and compliance processes
- Knowledge and an excellent standard of competency in the use of Microsoft Office 365 packages
- Relevant qualifications such as Diploma or equivalent relevant experience i.e. NVQ Level 3 Business Administration /ILM or equivalent experience
- Proficient in the use of administrative systems and procedures
- Commitment to continuing professional development
Experience
- In a governance support role
- In an administrative role being proficient in office and administrative systems and procedures
- In using IT systems and packages, in particular Microsoft Office 365
- Have worked under own initiative and as part of a team
- Have prioritised and managed weekly, monthly and annual administrative tasks to meet deadlines
- Have arranged travel and organised meetings
- Minute taking/Action Note taking, keeping accurate records of meetings
Aptitude and Abilities
- Understanding of the importance of good governance and compliance
- Have excellent secretarial skills, including efficient and accurate minute and action note taking skills and use of email, Microsoft Word, Office 365 and Excel and other software
- The ability to plan and organise meetings, including arranging travel, and accommodation
- Good organisation and administrative skills, including using own initiative
- The ability to assimilate information quickly and to think logically
- Strong proof-reading skills with the ability to spot and correct grammatical mistakes
- Have effective listening, verbal and written communication skills
- Personal insight with regards to values and behaviours and their impact on others
Values and Behaviours
- High degree of personal integrity
- Flexible attitude to working hours
- Have the ability to work well in a team
- Be self-motivated and have personal drive, integrity, and adaptability, with the ability to work flexibly, under pressure and to deadlines, as required
- Be reliable, with a high degree of personal integrity
- Be a role model for others, acting with integrity, positivity, energy, and compassion to inspire those around them to achieve their full potential
Other
- Eligible to work in the UK
- Able to work remotely as necessary and be willing to travel as required, to attend meetings or support College events across the UK
- Able to work hours flexibly
Employee Benefits
- Annual pay review
- Flexible working policy and remote working opportunities
- Annual leave allowance
- Pension scheme
- Death in Service Benefit
- 24/7 Employee Assistance Programme
- Family friendly employer
Benefits:
- Company pension
- Work from home
Work Location: Remote
