Department: Governance/Executive Support
Reports To: Executive Assistant/Governance Manager
Directly Responsible For: No direct reports
Hours: 37
Overall team / department purpose
- The Governance team is responsible for the provision of relevant governance and policy frameworks, professional advice, monitoring, and support to the Board, Committee members, and other stakeholders. The team supports all Company Secretariat responsibilities.
- The Executive Support Team is responsible for the provision of professional support to the Chief Executive, Executive Directors, internal corporate meetings and other stakeholders.
- Both teams support high standards of probity, conduct and compliance with regulatory and statutory requirements.
Key role priorities
- This role is responsible for supporting the Executive Directors, Director – Governance and the Governance Manager enabling them to make most effective use of their time and providing a consistent service with the highest regard for discretion and confidentiality. To also support in the delivery of company secretarial services across our business.
- In addition to working with business areas to maintain effective and efficient business governance, the role is responsible for maintaining statutory and regulatory compliance.
- Providing effective secretarial support to the Committees and Board subsidiaries. This includes agenda management, accurate minute taking and distribution of papers via an electronic agenda management system.
- This role is responsible for assisting the Manager - Policy to manage and develop our business policy and strategy framework.
Key working relationships
- The role holder is required to interact with colleagues across all functions and levels within our business, including at Executive and Board level. This is predominantly in the provision of support regarding matters of governance and compliance and policy and strategy development.
Main duties & responsibilities
- Providing direct support at meetings, including the production of timely and accurate minutes that reflect the legal and regulatory responsibilities of our business.
- Setting agendas with Executive Directors for both board and Executive Team meetings, managing report submission timetables, circulating meeting papers via electronic agenda management system (Convene) and following up on outstanding actions.
- Engaging with report writers and reviewing submitted reports to provide assurance that the reports are of a professional and compliant standard.
- Establishing and maintaining close and positive relationships with Board/Committee members, acting as the first point of contact for queries and advice on both practical matters and corporate governance as appropriate.
- Deliver effective arrangements for travel, conference, attendance, hospitality records, credit card reconciliation and all associated expense claims for both executive team and board members.
- Developing and supporting procedures to enable effective governance, including supporting with Board Member recruitment and induction, individual and collective Board development reviews and the Board development programme as appropriate.
- Maintain our business governance calendar, preparing and submitting all required regulatory and statutory returns within deadlines.
- Support our business’s internal compliance checks, coordinating the collation of evidence of compliance from across the business and maintain the compliance registers.
- Support the Governance Manager with the ongoing review of all governance documents, policies and processes and actively identify and propose potential actions for improvement.
- Provide high quality admin support to the Governance and Executive Support Team, including the processing of invoices via Ebis, arranging training and travel, and providing guidance for expense claims including credit card reconciliation.
- Support the Manager - Policy on oversight of delivery of our business’s strategy and policy framework, including ensuring reviews take place in line with the framework.
Key measures of success
- Delivery of a high-quality Governance and Executive support service is provided in all functions associated with the role.
- Provision of proactive diary and governance calendar management.
- Governance policies, procedures and associated documents are effectively maintained and updated for Board Members and the intranet.
- Policy and Strategy Framework library and monitoring system continually accurate and up to date.
Livving our values
Livv’s a place with opportunities to grow. We believe in empowering you to make a positive impact in your own unique way. Our values embody what matters to us and show what it means to be Livv, together:
Making a difference daily
We invest in our people, our customers and in the creation of a fairer society.
Positively open
We’re open to feedback at all times, as we strive to deliver a first-class customer experience.
Forging the right way
We’re creating an inspiring road which others will want to follow.
Together as one
Our teams work on another level of cohesiveness to enable us to deliver better outcomes.
Each one of us‿
- listens to our customers and makes their needs a priority
- is committed to equality, diversity and inclusivity
- takes a flexible approach and works where we’re needed
- follows health and safety guidelines to keep ourselves, colleagues, and customers safe
- helps reduce risks by proactively communicating any potential issues to our line managers
- protects sensitive information by safeguarding customer, colleague and third-party data
- is guided by our policies, procedures and social aims
- is dedicated to continual learning and taking ownership of our personal and professional development.
Person Specification
E - Essential criteria / D - Desirable criteria
Education & Qualifications
5 GCSEs (Grade 4 or above) including English and Maths or equivalent relevant qualification/experience (E)
Experience
Reasonable amount of prior experience providing Governance and Committee services (E)
Working in a highly confidential environment (E)
Use of Board App systems for electronic Board meeting management (D)
Relevant experience within the housing sector (D)
Skills, knowledge & ability
Ability to use a range of computer packages, including Microsoft Office and Adobe and developing IT systems (E)
Good writing skills (E)
Strong communication (verbal and written) and interpersonal skills (E)
Confidence to work with Non/Executive Directors (E)
Ability to work accurately under pressure (E)
Personal characteristics
Highly organised and proactive approach to work, including working methodically and with a keen attention to detail (E)
Other
Flexible approach to hours worked as role may require attending some meetings outside of normal office hours (E)
Able to travel independently to other locations (E)
Give Get Go
As part of our commitment to the Give Get Go Programme, we will ensure that applicants who meet all essential criteria, as defined in the person specification, will be guaranteed the opportunity to demonstrate their abilities at interview. Individual’s names will be confirmed with the Give Get Go Programme.
Should you wish your application to be considered under this scheme, please contact us confirming this, along with your full name and the role you have applied for when you submit your application. Please ensure that you do this before the closing date for the vacancy.
Equality and Inclusion
Please visit here to read more about Livv inclusive and our approach to equality and inclusion.
Disability Confident
The Equality Act protects disabled people from discrimination, and we welcome applications from disabled people. The Equality Act defines a disabled person as someone who has a physical or mental impairment which has a substantial and adverse long-term effect, usually at least 12 months, on their ability to carry out day to day activities.
We will try to provide access, equipment, or other practical support to ensure that disabled applicants are not disadvantaged by their disabilities.
Data Protection
We fully recognise your rights under current Data Protection Laws and are committed to protecting the privacy and security of your personal information. We collect and process personal data relating to applicants to manage the recruitment process effectively, including for statistical purposes.
For full details please see our Job Applicant Privacy Policy
If you require any additional support when completing your application, please contact us