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Board & Non-Executive Secretary

  • Organisation: England Athletics
  • Closing Date: 23 November 2017 | Non Executive Director

Board & Non-Executive Secretary

This role has been created to add capacity to the existing operational structure during an extremely active period for the business, and across a vitally important area of work. The post holder will provide high-level administrative support to the Board of Directors, Statutory sub committees, Task & Finish Groups and Council Structure. This individual will prepare reports and handle information requests, maintain and keep clear and concise files, meeting minutes and records on all Board, Council and sub-committee/group matters. This post holder will ensure that EA remains compliant with all statutory requirements and follows governance best practice in works towards continual improvement in line with the mandatory sports governance code.

Key Responsibilities

· To provide proactive and high-quality governance support to EA.

· To act as Head Office liaison for all Board Directors

· To monitor follow up action taken after the Board meetings, and maintain a rolling agenda.

· To draft Board reports and AGM requirements working with the CEO, Company Secretary, Finance Team, Auditors and legal providers.

· To deliver high quality secretariat to the Board Committees, National Council & Task/Finish Groups

· To maintain all Board and Committee records including papers, minutes, the indices of reports considered and of delegated authorities.

· Ensure compliance with statutory requirements and governance best practice.

· Advising various departments on a company secretarial matters.

· Maintaining records, organising files and archiving.

· Drafting and writing minutes, co-ordinating follow-up actions, drafting resolutions and lodging any required statutory forms

· Liaising and organising relative documents with external organisations/departments on related matters.

· Input to the EA annual consultation processes and procedures alongside other colleagues.

· Managing, filing and maintaining relative company documents in coordination with the company secretary.

· Taking a flexible approach to relevant issues and acting promptly to ensure situations are dealt with appropriately and effectively.

· Facilitate internal communication, when required relating to this work area.

· Making the practical arrangements for meetings, including room booking and catering.

· Assist with Board appointments, corporate documents and delegated authorities etc

Main Job Requirements and Person Specification

Education/Qualifications/Training

· Degree or ability to demonstrate relevant experience or professional qualification (e.g. Institute of Chartered Secretaries and Administrators)

Specific Experience

Required

· Previous experience within a company secretarial environment;

· Experience of administrating governance related policy

· Previous experience of attending and minuting long directorial, managerial and executive/NED meetings;

· Previous experience of providing support to trustees (or other non-executives) and directors on governance and other legal matters;

· Previous experience of managing a AGM process;

· Previous experience in a similar level of role preferred.

· Previous experience in research and ability to analyse and present complex information to influence policy and support decision making.

Desired but not essential

· Experience of working in the not for profit sector

· Demonstrable understanding of the sports sector

Abilities/Skills/Knowledge:

· Strong analytical and writing skills, to produce concise and accurate written material;

· Strong interpersonal and team oriented skills;

· Highly organised and focused, with an ability to juggle conflicting priorities and work flexibly to get the job done;

· Excellent communicator with the ability to build relationships across the business;

· Have high emotional intelligence and self-awareness

· Be a collaborative and supportive team player.

· Excellent IT, oral and written communication skills

· A high degree of initiative, personal judgement, resourcefulness, resilience, flexibility and self-motivating approach.

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