Governance Support Officer

Background

Engaging Communities Southwest (ECSW) is a not-for-profit organisation (charitable incorporated organisation CIO) which has grown from the reputation we gained as an award winning Healthwatch and in response to increasing demand for our expertise within Torbay and the wider Southwest Region.

We offer Engagement, Evaluation, Communication Support, Digital Support, and Training to the Statutory, Voluntary and Private Sector.

We currently work in a partnership to deliver the contract for Health and Social Care Community Champion Healthwatch in Torbay with Devon and Plymouth (HWDPT) and oversee a variety of projects in the community.

Job summary:

This role will provide a high level of confidential support and governance for Engaging Communities Southwest (ECSW) Trustees and directly to the Chief Executive (CEO)

You will manage the delivery of the governance on behalf of the charity and ensure the effectiveness, accountability and the quality standards of ECSW.

You will develop a clear understanding of the business model of the organisation and work to support this.

You will be responsible for key aspects of our HR including liaising with ECSW HR external specialist consultant. You will be the first point of contact for all staff on HR related issues, keep their personnel records up to date, and liaise with their Line Managers.

This role will involve being the first point of contact for organisational correspondence and you will be expected to respond in a timely manner for all enquiries including those related to e.g. complaints, freedom of information, General Data Protection Regulation

Duties and responsibilities:

Main duties and responsibilities

· Provide administration support for the Chief Executive (CEO) including maintaining the CEO diary, booking appointments and checking/responding to emails

· Maintain and manage organisational governance policies and procedures required to ensure they are implemented and meet the required charity commission standard

· Monitor legislation, keeping up with changes in relevant legislation and regulatory environments, and taking action to ensure compliance for ECSW

· Support and arrange ECSW Annual General Meetings, including the preparation of documents, to ensure ECSW is compliant with Charity Commission requirements and working with the ECSW Charity Secretary

· Continue with the development the Trusted Charity Quality Mark for ECSW, reviewing on an annual basis to meet the required standard, highlighting and implementing actions and procedures meet the quality mark standard

· Act as the main point of communication between Trustees for external and internal communication

· Arrange and lead on Trustee recruitment when required and support training and induction including DBS checks

· Schedule meetings, preparing reports and other relevant documents, and distributing agendas for meetings of the Trustee Board, Senior Management team and other key meetings

· Produce and manage meeting action logs, ensuring that all action from meetings have been captured correctly and liaise with responsible staff within the required timelines

· Work closely with senior management team to ensure the effective flow of business between the board of trustees, and senior staff

· Be the first point of contact for all staff HR queries, liaising with CEO and HR Consultant when required e.g. request for flexible working, sickness absence

· Lead on staff recruitment when required and support training and induction including DBS checks working with CEO and Senior Management Team

· Schedule diaries for appraisals, supervision and other staff meetings as required and provide relevant papers and documentation

· Ensure staff training records are kept up-to-date and they attend mandatory training

· Manage office supplies stationery, recording office petty cash, volunteer expenses

· Responsible for ECSW health and safety compliance, ensuring that procedures for staff, premises and equipment and maintained and meet the necessary standards

· Develop knowledge and understanding of ECSW IT systems and keep updated such as Breathe (HR system), Teams and Emails

· All tasks undertaken to reflect our Equality and Diversity Strategy

Other Responsibilities

· To undertake any other reasonable tasks requested by ECSW CEO and Board of Trustees

Essential Requirements

· Proven experience of working in a professional, fast paced environment whilst maintaining systems

· Substantial administration experience including GDPR knowledge, complaints handling and diary management

· Proven evidence of excellent organisational skills and work prioritisation

· Proficient IT experience using MS office, software and managing data systems

· Experience in decision making and problem solving either using own initiative or as part of a team

· Excellent communication, written and verbal, and interpersonal skills

· Evidence of minute taking of board meetings or equivalent level

· Experience of working with Board of Trustees and / or Directors

· HR administration experience

· A good, up to date understanding of equality and diversity

· Ability to monitor and maintain own standards

Desirable

· Ability to commit to and work within the aims, principles, objectives, outcomes and policies of the organisation

· Experience in customer service would be advantageous

· Good working knowledge of Charity regulations would be an advantage

· Ability to monitor and maintain own standards

· Experience of supporting volunteers

· Previous Health and Safety experience

· IT skills and experience

· Good sense of humour

Job Types: Part-time, Permanent

Pay: £29,500.00 per year

Expected hours: 30 per week

Benefits:

• Company pension
• Flexitime
• Health & wellbeing programme

Schedule:

• Monday to Friday

Work Location: Hybrid remote in PAIGNTON

Application deadline: 27/01/2025