Job Description

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 be a member of the Business Administration Team and 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 College of Paramedics including: 

• Head of Governance; 

• Executive Assistant to the Chief Executive; 

• Other members of the Business Administration Team; 

• 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 Governance 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 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 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 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.