MS National Centre, London

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1 Job Title: Location: Reports to: Governance Officer MS National Centre, London Governance Manager Introduction to MS Society The MS Society is the UK s leading MS charity. Since 1953, we ve been providing information and support, funding research and fighting for change. We fund research, give grants, campaign for change, provide information and support, invest in MS specialists and lend a listening ear to those who need it. The MS Society is a democratic organisation. Every one of our 38,000 members has an equal say in what we do. We are also supported by 9000 volunteers and 260 staff members. Our Mission Our mission is to enable everyone affected by MS to live life to their full potential and secure the care and support they need, until we ultimately find a cure. Our aim is to beat MS. Context of Work More than 100,000 people in the UK have MS, more than 2 million worldwide. We offer hope for the future by investing in research, and help for today through our information, support and campaigning. People with MS guide our work. Our volunteers and supporters shape our research programme through our Research Network, help us provide support locally through our branches and groups and help us write our publications. Our paid staff also provide information and support services to people affected by MS, work with scientists and healthcare professionals and raise funds in four national offices and communities across the UK. With branches in every part of the UK the Society s work has inspired thousands of volunteers, supporters and staff members to make a difference to the lives people affected by MS. Purpose To provide efficient and effective governance and administrative services to the Board of Trustees, its committees, National Councils and advice and support to other administrators to ensure consistency and quality of service delivery is maintained. To contribute to the overall implementation of the Governance and Chief Executive s teams objectives, including contributing to the smooth operation and successful functioning of the Chief Executive s office. 1

2 Key Relationships: Internal The post holder works closely with Chairman and Trustees, chairs and other members of National Councils, Directors and staff at all levels throughout the Society and across the UK. External The post holder works closely both with members and with people affected by MS who contact the Board or Chief Executive about the MS Society or its work. Chief Executive Head of Governance Governance Manager Governance Officer Executive Assistant to the Chief Executive and Chair Key Accountabilities: The MS Society Governance Officer will support delivery of the MS Society s Governance and Chief Executive s teams in their work of supporting and enabling others to deliver the MS Society s strategic goals and in their work of enabling and supporting the Board in its oversight and scrutiny of the work of the MS Society in delivering those strategic goals. The Governance Officer reports to the Governance Manager and provides support and administrative assistance to the Board, its committees and the Executive Group as appropriate. 1. Business plan implementation 1a Provide administrative support to the Board and its committees, including servicing committee and other meetings 1b Maintain systems to support the MS Society in meeting its legal and regulatory requirements and in managing its policies and procedures and provide advice on compliance with these. 1c To be the central point of enquiries about corporate governance and support the administration of the conduct of complaints 2

3 1d Development and maintenance of the corporate governance area of the MS Society website and intranet 2. Monitoring and reporting on performance General Key competencies The post holder is expected to model and promote the MS Society s values and leadership behaviours: Understands and commits to the MS Society Vision: Places people affected by MS at the heart of what we do; seeks ways to improve and have a greater impact and acts as an ambassador for the MS Society. Enables others to act: Trusts, empowers and develops staff, respecting and valuing diversity, skills and contributions from others. Maintains and develops own competences and engenders trust and respect from colleagues. Inspires and motivates: Maintains motivation; creates energy and momentum; is positive and solution focused; and drives excellence and improvement. Analyses and Evaluates: Analyses information from a range of sources in order to make effective decisions; weighs up risks and challenges; applies critical thinking; is outcomes focussed and measures impact. Plans and prioritises: Works efficiently and plans ahead; prioritises effectively; is mindful of fundability; and is able to balance urgent and important activity. Communicates Effectively: Influences others, flexes to suit different audiences, builds rapport and is open and approachable. Demonstrates professional competence: Maintains own area of technical or professional competence, shares and distributes knowledge and expertise, balances professional competence with effective interpersonal skills. Detailed Responsibilities: 1. Business plan implementation 95% Planning work to ensure the achievement of deadlines. Focussing work to deliver the team s business plan and contribute to the achievement of the Society s strategic aims and priorities. Contributing to a clear focus on driving improvements in quality, impact and performance. 1a Provide administrative support to the Board and its committees, including servicing committee and other meetings (50%) To take responsibility for the preparation of Board and committee meetings as directed, including drafting simple reports, preparing agendas, physical and electronic production and distribution of papers, ensuring decisions at meetings are enacted and dealing with any follow up activities 3

4 To create, develop and maintain accurate and effective records of Board and committee activities in line with legal and regulatory requirements To ensure Trustees have completed induction, annual appraisal and development opportunities appropriate to their role To ensure accurate records are kept of Trustees activities including training, attendance, expenses etc To organise travel and accommodation requirements for Trustees and others as requested by the Head of Governance and/or Governance Manager To be responsible for preparation of the annual Board calendar To work with the Head of Governance and Governance Manager on delivering the Annual General Meeting, Board awaydays, and other governance events To minute meetings where requested To support the Governance Manager in organising the recruitment and selection/election of new Trustees/ council/ committee members 1b Maintain systems to support the MS Society in meeting its legal and regulatory requirements and in managing its policies and procedures and provide advice on compliance with these. (25%) To maintain and keep under review the governance systems and make recommendations for improvement Support the Governance Manager in the maintenance of registers as directed, including but not limited to: o Trustees/directors of the MS Society companies and charity o Interests of the trustees/directors o Interests of members of the senior management team o Gifts and hospitality for the trustees/directors Maintain any other records as required by the Head of Governance or Governance Manager to ensure compliance with the Society s legal and regulatory obligations To be responsible for inputting invoices, and reporting on budgetary spend to the Head of Governance To support and provide guidance to executive assistants and administrators and others across the MS Society in providing an efficient service to Councils, committees and working groups 1c To be the central point of enquiries about corporate governance and support the administration of the conduct of complaints (10%) To open, log and distribute incoming communications addressed to the Chief Executive Chair and Governance team (mail, calls, s) To keep an issues log of all enquiries and ensure they are answered To research information to answer queries as directed by the Head of Governance / Governance Manager To deal with any authorisation requests needing Board or Executive approval and/or signatures, including those for the Society s subsidiary committees, as directed by the Head of Governance / Governance Manager 4

5 Keep a log and monitor the progress and outcome of complaints Provide an administrative service for the investigation of complaints conducted under the Comments, Compliments and Complaints policy as directed by the Head of Governance / Governance Manager 1d Development and maintenance of the corporate governance area of the MS Society website and intranet (10%) To ensure board and committee papers are placed on the internet in a timely manner To ensure that information on the internet is appropriate, up-to-date, accessible and meets the Society s commitment to open and transparent governance To ensure information about the AGM, the recruitment and selection of Trustees and Council members and other issues as directed by the Head of Governance is placed on the internet in a timely and accessible manner 2. Monitoring and Reporting on Performance 5% Monitoring performance information against objectives, outcomes and KPIs. Taking corrective action in a timely manner when necessary Contribute to the impact measurement of the teams work in accordance with the MS Society s outcomes framework General Compliance with MSS s governance procedures, MSS policies and procedures Contribute to a positive working environment in which equality and diversity are valued and staff are enabled to do their best Contribute to the work of the broader team Responsible for the effective use of financial and other resources Other Duties The Governance Officer will be expected to work collaboratively with the Head of Governance, the Governance Manager and the Chief Executive s Executive Assistant to ensure the smooth operation and successful functioning of the Chief Executive s Office To be prepared to travel to meetings across the UK and be away from home overnight, as the job reasonably demands. Some meetings may be during evenings or weekends. To undertake any other work as could be expected of a Governance Officer 5

6 Person Specification Qualifications A levels/equivalent qualification or Relevant professional experience, which demonstrates equivalent academic skills Evidence of continuous professional development. Experience Essential Experience of organising meetings and writing agendas Experience of taking accurate concise minutes in formal and informal meetings Recent substantial experience of developing and maintaining administration systems Desirable Experience of developing and maintaining administration systems in a charity / not for profit organisation and/or in the governance or committee environment Knowledge and skills Essential Excellent interpersonal skills, and the ability to develop and maintain effective working relationships and interact persuasively with senior staff and volunteers Excellent written and verbal communication skills Good and proactive organisational, prioritisation and workload management skills Excellent IT skills, in particular including a good understanding and experience of Microsoft Office Products (Word, PowerPoint, Excel, Outlook) Ability to work without direct supervision and on own initiative Discretion and absolute respect for confidentiality Accuracy and attention to detail Demonstrable commitment to collaborative team work Demonstrable commitment to inclusive working, ensuring equality and valuing diversity Ability to record and monitor financial records Desirable An understanding of website navigation and updating content Received governance training from an organisation such as ICSA 6

7 Employment terms Grade: Band D Level 1 Salary scale: 24,216-27,747 Signed by post holder Date Signed by Executive Director Date 7

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