Location: 12 Bloomsbury Square, Holborn, London (Hybrid – 2 days per week in the office)

Company Overview:

Ciarb is a professional membership body. We support our members through advocacy, professional standards, training, and guidance. We are committed to maintaining the highest standards of governance, compliance, and integrity in all that we do.

Position Overview:

This is a dynamic role providing strategic and operational support to both the Head of Governance and the Head of Branch Relations. You will play a pivotal role in planning, facilitating, and attending meetings of the Board of Trustees and its subcommittees, ensuring effective governance processes are followed. You will also provide guidance and support to branches, helping them to meet their governance obligations, implement best practice, and strengthen their committees. The role involves supporting the recruitment and induction of committee members, managing key governance projects, and overseeing aspects of initiatives such Trustee and Presidential Elections.

To succeed in this role, you will thrive in a fast-paced, complex environment and be confident in managing competing priorities. You will bring a flexible and professional approach, strong organisational skills, and excellent verbal and written communication. Your ability to influence, advise, and act as a trusted point of contact across the Institute will be essential to ensuring that governance at both national and branch level is robust, effective, and aligned with the Institute’s strategic objectives.

Key Responsibilities:

• Support a broad range of governance activities, including the development, implementation, and continuous improvement of governance policies, procedures, and frameworks across the Institute.

• Support the Head of Governance in servicing the Board of Trustees and its subcommittees, ensuring effective governance practices, smooth conduct of meetings, and adherence to governance standards.

• Convene, attend, and facilitate Board and Committee meetings, including preparing agendas, taking accurate and concise minutes, tracking actions, and ensuring timely follow-up.

• Lead and manage the induction and ongoing support for Board, Committee, and Branch members, providing guidance on governance responsibilities and processes.

• Oversee administration for Trustee and Presidential elections, ensuring compliance with Institute regulations and timelines.

• Prepare, maintain, and manage the annual governance calendar, coordinating meeting invitations, room bookings, and travel arrangements for office holders and staff attending meetings in person.

• Maintain and update confidential records and information, ensuring compliance with data protection and confidentiality requirements.

• Ensure accurate recording and updating of membership information in the CRM for Board, Committee, and Branch Committees, and oversee the maintenance of governance-related content on the Institute’s website.

• Support the Head of Branch Relations in respect of Branch governance, ensuring compliance with governance requirements which includes branch elections and AGMs.

• Support the Head of Governance and Head of Branch Relations with ad hoc projects, research, and initiatives relating to governance improvement, compliance, and strategic planning.

• Contribute to the continuous enhancement of governance processes, bringing forward recommendations for best practice and improved efficiency.

Experience:

Essential:

• Significant experience (typically 5+ years) in a governance, committee administration, or senior administrative role, preferably within a charity, professional body, or membership organisation.

• Strong proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), SharePoint, Teams, and CRM systems.

• Excellent attention to detail, with strong written and verbal communication skills.

• Proven ability to work with and influence colleagues at all levels, including Board members and senior executives.

• Strong organisational, planning, and project management skills, with experience managing multiple priorities and deadlines.

• Confident, proactive, and professional approach, with strong interpersonal and teamwork skills.

• High degree of discretion, confidentiality, and integrity in handling sensitive information.

Desirable:

• Understanding of charity governance, professional membership governance, and relevant legislation.

• Experience in developing governance frameworks, policy implementation, and best practice guidance.

What's in it for you?

Contract: 12 Month Fixed Term Contract

Working Style: Hybrid - 2 days per week in the office

Salary: £40,000 - 45,000 (depending on experience)

Annual leave: 25 days per annum plus UK bank holidays

Sick pay: Enhanced company scheme subject to terms and conditions

My Free Time: We offer up to 12 additional wellbeing days a year