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

Company Overview:

Ciarb is a professional membership body for alternative dispute resolution practitioners. 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 committees, ensuring effective governance processes are followed. You will also provide guidance and support to branches, helping them to meet their governance obligations. 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 act as a trusted point of contact across the Institute will be essential to ensuring that governance at both headquarters and branch level is robust, effective, and aligned with the Institute’s strategic objectives.

Key Responsibilities:

• Support the development, implementation and continuous improvement of governance policies, procedures and frameworks across the Institute, identifying opportunities to strengthen governance practice and improve efficiency.

• Coordinate the day-to-day delivery of governance activities, ensuring key processes are effectively planned, delivered and recorded in accordance with the Institute’s governing documents and agreed procedures.

• Service the Board of Trustees and its committees, including preparing agendas and papers, producing accurate and concise minutes, maintaining action and decision records, and ensuring timely follow-up.

• Build effective working relationships with Trustees, committee members and senior stakeholders, providing high-quality governance advice, guidance and support.

• Prepare, maintain and manage the annual governance calendar, ensuring key governance activities, meetings, reporting requirements and deadlines are effectively coordinated.

• Coordinate Trustee and Presidential elections and other constitutional processes, ensuring compliance with the Institute’s governing documents, agreed procedures and relevant timescales.

• Coordinate induction and ongoing governance support for Trustees and committee members, including supporting recruitment and appointment processes to maintain effective and appropriately skilled governance bodies.

• Support the governance of the Institute’s international Branch network, working with the Head of Branch Relations to provide practical guidance, support compliance with governance requirements, coordinate Branch elections and Annual General Meetings, and maintain appropriate governance records.

• Coordinate the timely and accurate preparation and submission of statutory filings and annual returns to the Charity Commission and Companies House, ensuring ongoing compliance with regulatory requirements.

• Support the Head of Governance and Head of Branch Relations with governance projects, research and initiatives relating to governance improvement, compliance and organisational priorities.

Experience:

Essential:

• Significant experience (typically 5+ years) in a governance 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: Permanent, Full Time

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

Salary: £38,000 – 42,000 (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