Leadership and Governance Administrator Job at CAFOD in London

Job Description

Position description

The Leadership and Governance Coordinator is responsible for ensuring that CAFOD’s Leadership and Trustee governance processes are as efficient and effective as possible.

Working collaboratively as part of the Performance and Governance Team, the Leadership and Governance Administrator will report to the Head of Performance and Governance and will work closely colleagues across the organisation as required. The post holder will have regular contact with the Director, senior leaders and CAFOD’s Trustees.

Key Responsibilities

1. To administer CAFOD’s leadership & governance processes

Organise the meeting schedule for leadership / governance meetings and briefings, liaising with internal and external stakeholders to secure their attendance. Ensure meeting logistics and support are in place as necessary, including sharing the required agendas and documentation is available in a timely manner to support decision-making.

Work with CAFOD Leadership to coordinate the agendas and forward plans for leadership and governance meetings.

Co-ordinate Trustee recruitment, induction and on-going development.

Minute some leadership and governance meetings as well as provide cover for the Executive Assistant to the Director as needed.

Work with colleagues to comply with due diligence requests; ensure the required information remains up to date, and accessible.

Maintain a central library of organisational policies; aiding colleagues with accessing and sharing documents, maintaining timetables for reviewing and updating policies, and coordinating with international programmes teams to assist the process of translating policies into country-specific languages.

2. To ensure that leadership decisions, and information relating to key projects and processes are recorded, stored and communicated appropriately and efficiently

Follow agreed processes for the effective management of documents for leadership and governance meetings (agendas, papers, minutes, etc.), identifying improvements.

In collaboration with the Executive Assistant to the CAFOD Director, maintain our SharePoint document management system for the effective management of Director / CLG / Trustee documentation, ensuring that documentation and performance information is readily accessible.

Maintain the extranet used by the Board of Trustees and advisory committee members, ensuring correct documentation is uploaded and shared prior to meetings, accurate cataloguing and version control is maintained, and access permissions are granted in line with agreed data security protocols.

Ensure that information is shared promptly and accurately following agreed access controls. This includes undertaking small information audits regularly (Information is stored as agreed and secure, updates and meeting dates are published and core organisational information on the intranet is up to date.

3. To deliver specific pieces of work related to governance and leadership

Lead the production of the main Trustees’ Annual Report and Financial Statements and shorter Summary Report, working collaboratively with the Head of Finance, Information and Infrastructure, the Head of Performance and Governance, and other colleagues to ensure that the report accurately reflects the performance of the organisation, is fully compliant with Charity Commission requirements and that the narrative showcases CAFOD’s achievements in an engaging and informative way.

Administer grant payments to a very small number of international partners as well as various subscriptions to membership bodies.

The Performance and Governance team also share the following tasks:

Support meetings, welcome visitors and take minutes as required.

Act as a point of enquiry for internal information, greeting visitors, taking external calls when appropriate and ensuring requests for information are followed up.

This list of duties and responsibilities is by no means exhaustive and the post holder may be required to undertake other relevant and appropriate duties as required. This job description is subject to regular review and appropriate modification.

Child Protection

CAFOD recognises the personal dignity and rights of children, towards whom it has a special responsibility and a duty of care and respect. CAFOD, and all its staff and volunteers, undertake to do all in our power to create a safe environment for children and young people and to prevent their physical, sexual or emotional abuse. CAFOD is committed to acting at all times in the best interests of children, seeing these interests as paramount.

Person Specification

Essential Criteria

Understanding our context

Understanding CAFOD: Can recognise and communicate what is distinctive about CAFOD as a Catholic development agency and how this supports us to achieve our Vision and Mission.

Working together

Managing ourselves: Can organise self, processes and people, especially when under pressure. Works systematically and accurately. Willingly takes responsibility for getting work done, making suggestions to improve the way its done and is open to new ways of working. Readily shares knowledge and expertise with others.

Working with others: Supports others to make decisions and achieve results. Takes care to better understand the needs and perspectives of those we work with. Welcomes feedback or expert advice and takes it on board. Builds collaborative working relationships and challenges constructively. Is confident working with senior members of an organization and ‘managing up’ when necessary.

Communicating: Has a warm and approachable manner. Can succinctly and accurately summarise discussions and processes both verbally and in writing. Shares knowledge and information with colleagues but maintaining confidentiality as neeed.

Making change happen

Managing Resources: Uses information systems and processes to ensure work is completed efficiently. Can offer ideas to improve processes to reduce cost and increase efficiency.

Achieving results: Has a clear sense of purpose and priorities whilst dealing with tasks of varying size and complexity. Can focus on achieving agreed outcomes based on evidence and clear plans. Can be relied upon to deliver on time and in full.

Job-specific competencies

Ability to work with detail, has strong administrative and some analytical skills

Some knowledge of Charity Commission requirements as they pertain to this role, particularly around the roles and duties of Trustees as well as annual reporting.

Experience of coordinating or supporting the delivery of senior management or Board level meetings or processes.

Microsoft Sharepoint site-designer experience would be advantageous

Come and join us and help make a real difference in the lives of the world’s poorest communities.

CAFOD is an equal opportunities employer. Recruitment and selection procedures reflect our commitment to child protection.

About Company

Company: CAFOD

Company Location:  London