Governance Officer

Governance Officer   (Part time, permanent)

As the role is based in Edinburgh, the sucessful candidate must have the right to work in the UK

The Royal Highland & Agricultural Society of Scotland:

Since 1784, The Royal Highland and Agricultural Society of Scotland (RHASS), has been the respected standard-bearer for the farming and rural industry in Scotland. With around 15,000 members, its key remit is to promote Scotland's land-based and allied businesses. A registered charity, the Society plays a pivotal role in the creation of a better understanding of the management of Scotland's land and rural resources.
RHASS is also known for its delivery of the Royal Highland Show. The Show is one of Scotland's most iconic events, showcasing the very best of farming, food and rural life. The four-day event offers fun for all ages, getting up close to the country's top quality livestock, tasting exceptional food & drink and experiencing rural living at its most vibrant. Held annually, in June at the Royal Highland Centre in Ingliston, the event attracts over 1,000 exhibitors, 4,500 head of livestock and up to 195,000 visitors; with large numbers coming from the rest of the UK and Ireland and many visitors from overseas.

The Role:
In this newly-created permanent part-time role, the Governance Officer will work with the wider Secretariat team, reporting directly to the Society Secretary. The Governance Officer will assist the Society Secretary with the effective coordination of governance activity across RHASS and its subsidiaries, including managing Board and Committee meetings and workflow.

The Governance Officer will also provide advice and support on governance matters, maintain accurate records and ensure compliance with external regulatory and statutory standards.

The role would suit someone who likes a mixture of structured work with the opportunity to conduct projects under the Society Secretary’s supervision and proactively tackle tasks which arise.

Ideally three days per week, but other flexible working patterns can be considered.

Main areas of responsibility and duties

Secretariat and support to the Board

• Assisting with the annual calendar of Board and committee meetings (meeting date planner).
• Supporting the Board and Committees and other bodies to which RHASS provides secretariat services to facilitate the efficient conduct of business and decision-making including managing action logs, agenda preparation, commissioning and organising papers, proofing and editing papers and minute taking.
• Booking and preparing meeting rooms (virtual/internal/external) and arranging refreshments, lunch, travel and accommodation as required.
• Providing an efficient administrative support service to RHASS’s Board of Directors and its Committees and other bodies to which RHASS provides secretariat services.
• Assisting the Secretary in supporting the Directors, including assisting with the administration of Director elections, maintenance of skill audit records and induction.
• Maintaining accurate trustee records, the archive of Board and Committee papers and minutes and governance documents and processes.

Regulatory duties

• Advising the Secretary of statutory deadlines to support compliance.
• Maintaining accurate files and records.
• Making statutory returns and filings for the Society and other bodies for which the Society provides secretariat or administrative services, ensuring safe custody of legal documents and registers.

Other duties

• Providing a full and confidential administrative service, contributing to the effective running of RHASS’s governance.
• Assisting the Secretary to arrange the Annual General Meeting.
• Providing administrative support to Trusts and/or bodies for which the Society provides secretariat or administrative services.
• Liaising with internal and external individuals as required to ensure delivery of governance meetings.
• Assisting with the administration of Long Service Awards, Ploughing Medals and other Awards and Grants.
• Assisting the Secretary with reviewing, updating and drafting relevant policies as required.
• Providing support to the Membership function as required.
   

Key skills and experience (essential unless otherwise stated)

• Chartered Governance Institute UKI (formerly ICSA) qualified/part-qualified or equivalent.
• Governance administration and managing governance compliance processes (charitable experience preferred).
• Planning and delivering meetings and events involving trustees and/or senior individuals.
• Preparing board packs and other governance documents.
• Use of electronic board or meeting portals (desirable).
• Providing high quality customer service to a diverse range of stakeholders.
• Handling confidential and sensitive information.
• Data protection experience (desirable).
• Provision of grant funding (desirable).

Personal attributes

• Professionalism, self-motivation and flexibility in approach to the organisation’s requirements;
• excellent planning, organisational, communication (written and oral) and administration skills;
• Good attention to detail;
• Problem solving skills, capable of using own initiative when required;
• Proficient knowledge of the Office Suite, particularly Outlook, Word and Excel; knowledge of CRM systems would be advantageous but not essential as training will be given;
• Ability to plan and prioritise own workload, taking into account various time constraints and pressures;
• Ability to work conscientiously with minimum supervision;
• Confidence in communicating appropriately with contacts at all levels with tact and diplomacy;
• Respecting the need for confidentiality within all aspects of the role;
• Due to the location of the position, a full driver’s licence would be advantageous.

Please email your CV and covering letter to HR@RHASS.org.uk by 5.00pm on Tuesday 14th December 2021