Governance Administration Coordinator

Venesky-Brown’s client, a public sector organisation in Edinburgh, is currently looking to recruit a Governance Administration Coordinator for a 6 month contract on a rate of £250-300/day (Inside IR35). This role will be hybrid based.

Responsibilities:

• Oversee the timely preparation and circulation of reports and minutes for Board and Committees, ensuring they adhere to required template and quality standard, identifying any key issues and escalating these as required.
• Proactively manage attendance lists for Board and Committee meetings, Extraordinary meetings and Strategy Days,
• Ensure corporate governance documentation is accurate, timely and complaint with statutory and organisational requirements
• Responding to requests for information and support from Board members.
• Be an administrator on the Board portal software, managing access to the portal and the updating of information stored on it.
• Work with the highest level of confidentiality and integrity.
• Proactively help coordinate events and meetings for the Board with internal and external stakeholders
• Maintain the Governance team’s intranet and website pages, ensuring these are regularly reviewed and updated.
• Support the Head of Corporate Governance with administration as required.
• Be available to provide assistance to the Information and Records Manager and Interim Senior Governance Officer in responding to information requests, such as those received under Freedom of Information legislation.
• Provide direct line management and coaching to the Governance Assistant, including setting objectives, monitoring their performance and delivering constructive feedback via weekly check ins, monthly one to one meetings and annual review.
• Provide clear expectations on tasks verbally and following up in writing.
• Foster a culture of accountability, professionalism and continuous development.
• Ensure workload is appropriately allocated, prioritised and deadlines are met.
• Ensure respectful relationships with colleagues and adherence to organisational policies and procedures.
• Oversee the preparation, and circulation of agendas, papers and minutes for Board and Committee meetings.
• Ensure corporate governance documentation is accurate, timely and agreed with the Head of Corporate Governance.
• Draft and quality assure complaint correspondence, applying proportionality and clarity in sensitive cases.
• Monitor complaint trends and escalate systemic issues to Head of Corporate Governance.
• Work with our Finance team and Business Support team, helping to raise purchase orders and liaising with budget holders and suppliers, working carefully and with accuracy.
• Support Board members in relation to expenses and allowances in line with policies.
• Facilitate resolution of issues Board Members experience in relation to the Board portal, Admin Control and other potential IT issues involving triaging to IT support.
• Assist with the maintenance of register of interests for Board members.
• Maintain the Governance team’s intranet and website pages, ensuring these are regularly reviewed and updated.
• Manage and improve the administration of complaints processes, ensuring responses are timely, fair and consistent with policy and statutory obligations.
• Draft and quality assure complaint correspondence
• Introduce standardised templates for complaints.
• Oversee training delivered to colleagues in operational areas on complaints handling.
• Monitor and report on complaints, organisational learning from complaints and escalate systemic issues to the Head of Corporate Governance.
• Support continuous improvement in complaints handling procedures.
• Support any internal audit reviews of complaints handling

Essential Skills:

• Post holders should be qualified to degree level, preferably in a business administration area, or equivalent.
• Previous line management experience
• Knowledge of relevant corporate statutory responsibilities and legislation within the public sector.
• Experience in the preparation and presentation of briefings/reports.
• Proficient in the use of MS Office/O365 applications including Word, Excel, PowerPoint, Teams and SharePoint.
• You think creatively to research and analyse complex problems.
• An enthusiastic, proactive team player.
• Strong verbal and written communication skills.
• Knowledge of relevant corporate statutory responsibilities and legislation within the public sector.
• Ability to adapt to changing requirements and pivot as the role requires.
• Strong networking and relationship management skills with the ability to deal confidently and establish good relationships with stakeholders.
• Commitment to customer focus and stakeholder satisfaction.
• Robust priority and time management skills with the ability to manage a diverse workload.
• Data analysis skills and the ability to translate data and present complex management information.
• Experience in the preparation and presentation of briefings/reports.
• Proficient in the use of MS Office/O365 applications including Word, Excel, PowerPoint, Teams and SharePoint.
• You think creatively to research and analyse complex problems.
• Strong administration and organisational skills.
• You will be committed to your ongoing development of personal skills, knowledge and experience to perform effectively in a constantly changing environment.
• Highly confidential and discreet.
• Good problem solver.
• Excellent customer service.
• Delivering high quality and accurate outputs.
• Team work and collaboration skills.
• Ability to manage and prioritise a busy workload.
• Minute and note-taking.
• Be proactive in determining improved ways of delivering governance services.
• Have attention to detail.
• Be a self-starter who progresses professional development opportunities.
• Managing information for senior management, Executive Teams and Board discussions.
• A track record of professional integrity is paramount
• 5-10 years’ experience in commercial and / or public sector.
• Experience of working in a corporate governance support role.
• Experience of project management, quality management and decision making
• You are flexible and adaptable to change.

If you would like to hear more about this opportunity please get in touch.