Committee and Governance Officer

Salary: £24,000 per annum (more for exceptional candidate) pro rata to 20-30 hpw

Hours: 20- 30 hours per week

Location: North Leeds

Benefits: Free DBS, Group Pension Scheme, Death in Service, Employee Assistance Programme, Jewish High Holy days = additional paid annual leave, option to join healthcare scheme.

Closing date: 20 May 2019

Leeds Jewish Welfare Board together with Donisthorpe Hall are looking to jointly appoint a motivated and enthusiastic Committee and Governance Officer based in North Leeds. Reporting to the CEO of LJWB and working collaboratively with the Chairs of both organisations this role will focus on providing an excellent administrative support function to the Board of Trustees of the Charities and their associated committees. This is an excellent opportunity to develop your career at an exciting time for both charities.

The key responsibilities of the Committee and Governance Officer include:

Leading and organising Board and Committee meetings and managing arrangements and logistics for Trustee Committees and the Board.

Assisting the organisations to in meeting their statutory and regulatory obligations in relation to corporate governance.

Working with the Chief Executive and Chair(s) to manage the recruitment of new Trustees and committee members.

Establishing and maintaining the electronic and paper file management of papers and other materials of the Boards and its Committees.

The Company

LJWB is a registered charity and company limited by guarantee. Founded in 1878, LJWB is a social care provider and has specialist teams offering support to people with learning disabilities, mental health issues, older people and children and families. we also operate a community centre and the only kosher restaurant in Leeds. Donisthorpe Hall is a Jewish Residential and Nursing providing a home within a home - offering a Jewish ethos in a strictly Kosher environment whilst mirroring all the warmth of traditional family life and value. By working collaboratively together our two organisations can learn from each other and look to provide integrated support and services to our community.

The Person

The key skills and qualities of a Committee and Governance Support Officer:

Qualified to degree standard (or NVQ equivalent), with experience of Governance processes and procedures, agendas, minutes,

Excellent planning and organisational skills with the ability to manage large amounts of information from a variety of sources

Strong verbal and written communication skills including producing reports and papers to a high standard

A self-motivated and positive individual, able to work under pressure, sometimes alone, with the ability to manage and prioritise own workload within specific timing deadlines

CVs are accepted however please ensure that you request a job specification to be able to evidence the essential criteria for the role.

For further information and an application pack please email recruitment@ljwb.co.uk or call 0113-218-5899. The closing date for applications is Monday 20 May 2019

If you are shortlisted you will be contacted directly, if you do not hear from us within 3 weeks of the closing date, it can be assumed that unfortunately, your application was unsuccessful on this occasion.

LJWB is committed to making any necessary reasonable adjustments to the job role and the working environment so that disabled people have access to job opportunities or current employees can continue to work should they develop a disabling condition.

All job applications are retained for 3 months and your data is used for recruitment purposes only. Please inform us if you would like your application destroyed before this time by contacting by Email: recruitment@ljwb.co.uk.

We will never share your data and will ensure it is kept safe and secure.

No agencies

Our offices are disability friendly.

We are an equal opportunities employer.

www.ljwb.co.uk

JOB DESCRIPTION

JOB TITLE Committee and Governance Officer

HOURS OF WORK 20 substantive hours on average per week – physical attendance at evening meetings will be required. There will be up to an additional 10 hours per week supporting a sister organisation developing their governance structure.

This post is suitable for part-home working.

SALARY C£24,000 pa pro-rota

REPORTS TO CEO

STAFF RESPONSIBILTIES None

DBS REQUIRED Yes

CONTRACT TYPE: Permanent following successful completion of 6 months probationary period

SPECIAL CONDITIONS LJWB is an equal opportunity employer and as such both the organisation and its employees are required to comply with good practice and to promote equality in line with our legal duties under the Equality Act 2010.

Specifically: To respect and work positively with others to create a workplace that is inclusive, a service that is responsive to individual needs.

LJWB is committed to making any necessary reasonable adjustments to the job role and the working environment so that disabled people have access to job opportunities or current employees can continue to work should they develop a disabling condition.

KEY RELATIONSHIPS CEO, Chair(s) and Trustees, Committees, Senior Leadership Teams.

The following information is furnished to assist staff joining LJWB to understand and appreciate the work content of their post and the role they are to play in the organisation.

However, the following points should be noted:

1 Whilst every endeavour has been made to give a good indication of the type and range of work to be carried out, cannot be regarded as a definitive statement as this does not permit every item to be specified in detail. Broad headings, therefore, may have been used below, in which case all the usual associated routines are naturally included in the job description.

2 To act in accordance with the principles set out in the Employee Behavioural Code of Conduct and LJWB values.

Prime objectives of the post To support the CEO and Chairs of LJWB and Donsithorpe Hall to establish and sustain

effective corporate governance within the respective organisations and ensure that robust governance arrangements are in place.

To assist LJWB / Donisthorpe Hall in meeting its statutory and regulatory obligations in relation to Corporate Governance including Charity Commission requirements.

To ensure an effective and efficient committee administration for the organisation.

Key responsibilities and range of duties:The post holder will be the lead individual for advice, guidance and governance matters across the organisations. They will positively engage with the organisations to enable decision making by the Board of Trustees and the supporting Committees which takes place in the context of rapidly changing organisations. Working collaboratively, they will ensure decision making is based on sound legal practice and in accordance with the constitutions and committee Terms of Reference.

Specific duties include: -

Working with the CEO and Chairs to ensure that committees function effectively, in a accordance with their powers and the requirements of regulators and statutory requirements. This includes Board meetings, Annual General Meeting, Board committee meetings and steering groups.

Acting as the first point of contact for Trustees and Committee members and build and maintain effective working relationships.

Managing and organising agenda creation, ensuring that relevant papers, presentations etc are produced and circulated in a timely manner. Following the meetings to produce accurate and concise minutes and action points, ensuring follow through with senor officers.

Managing the production and publication of the Annual Report, and contribute to the Governance section of the annual report.

Liaising with managers within LJWB/ Donsithorpe hall re: committee papers etc.

Identifying, reviewing and ensuring compliance with governance policies and procedures and alert the CEO and responsible Committee chair of compliance requirements. Review the number and type of governance policies to identify any omissions and duplications.

Collating key performance indicator measures for Board(s) activity in compliance with Charity Commission requirements in a timely and accurate manner.

Ensuring that all processes relating to decision making and other governance arrangements are transparent and well regulated.

Developing systems and processes to ensure that both organisation’s work is effectively planned and that the decision-making processes facilitates prompt and timely decision making

Supporting Board Committees in undertaking discreet projects that they commission within their work programme.

Providing support in organising the recruitment and selection/election of new Trustees and Committee members and to ensure that all new Trustees complete an induction programme.

Working with the Chair(s) of Trustees and the CEO to ensure the development of Trustees and Committee members enabling them to exercise their legal duties appropriate to their role.

Arranging the annual Board reviews, annual appraisals and training programme for each Trustee.

Ensuring accurate records are kept of Trustees’ activities including Declaration of Interests, DBS checks, training and attendance.

Supporting the Chair(s) of Trustees with his/her administrative requirements as necessary.

Identifying and analysing the impact of new Governance arrangements, legislation, government policy and all other developments which may impact on service delivery, including implementation of Charity (Protection and Social Investment) Act 2016.

Working with the CEO / Chair(s) and their nominees to periodically review the corporate governance arrangements to ensure that they remain fit for purpose.

Managing and responding to all requests under the Freedom of Information Act, Local Ombudsman investigations in a timely manner - ensuring implementation and compliance with data Security Standards for Health and Social Care.

Undertaking any other reasonable duties as required which are appropriate to the work of the team and are commensurate with the responsibility and level of the post.

Complying with Health and Safety legislation.

PERSON SPECIFICATION

Position – Governance Officer

Detailed below are the types of skills, experience and knowledge which are required of applicants applying for the post. The “Essential Requirements” indicate the minimum requirements and applicants lacking these attributes will not be considered for the post. The points detailed under “Desirable Requirements” are additional attributes to enable the applicant to perform the position more effectively or with little or no training. They are not essential but may be used to distinguish between acceptable candidates.

Essential(insert where appropriate)

Desirable(insert where appropriate)

Identified by:A/CV= application form or CVI = interviewE- Exercise

Disposition/AttitudeDemonstrate a commitment and enthusiasm for working with our client group and ensuring good governance.

A/CV, Interview

Able to build and maintain relationships whilst maintaining appropriate professional boundaries and an extremely high degree of confidentiality

A/CV, Interview

Demonstrate a willingness to participate in shaping the future of the organisation by taking on responsibilities and projects in addition to core workload

Interview

A strong desire to effect continuous improvements to the systems and processes that are within the scope of the role as defined.

Interview

Skills & Experience

Ability to work as part of a team A/CV, Interview

A flexible approach to working hours which appreciates that, from time to time additional hours will be necessary for the completion of certain tasks.

A/CV, Interview

Experience of working in the area of Governance, corporate affairs and/ or charity legislation. A/CV, Interview,

Exercise

To understand the importance of effective minute taking and be able to take effective minutes and deliver these to the Chair of the Committee within a timely manner

A/CV, Interview,Exercise

Effective listening skills and able to hold concentration for considerable periods of time A/CV, Interview,

Exercise

Effective planning skills – able to plan schedules / agendas at least 12 months in advance. Ability to deal with changes to plans in a clam and effective manner.

A/CV, Interview,Exercise

Education

Educated to Degree or equivalent standard A/CV, Relevant Certificates

Secretarial, business or evidence of further study in a relevant area.

A/CV, Relevant Certificates

Able to use Microsoft Office applications, particularly Word for writing letters, producing minutes and reports; Excel for maintaining databases and financial transactions; and Outlook for email, task management and diary management

A/CV, Interview,Exercise

Personal QualitiesSelf-motivating/positive & pro-active approach A/CV, I

Change embracing Interview

Be tactful and able to deal with all types of people Interview

Ability to work under pressure and to deadlines A/CV, Interview / References

Innovative and forward thinking A/CV, Interview / References

Emotional resilience A/CV, Interview / References

Be able to work under own initiative and be a self-starter A/CV, Interview / References

High degree of attention to detail A/CV, Interview / References

Be able to produce impartial, accurate and details A/CV, Interview /

minutes of meetings References

Training

Prepared to undergo job related and self-development training

Interview

Personal CircumstancesMust be legally entitled to work in the UK

Appropriate documentation as specified in the interview letter

Willing to attend occasional organisational fundraising events outside working hours, including evenings and weekends

Interview

Physical/Sensory Must be able to perform all duties and tasks with reasonable adjustment, where appropriate, in accordance with the Equality Act 2010

Interview

Equality Candidates should demonstrate an understanding and commitment to equal opportunities and diversity

Interview

Disclosure and Barring Service (DBS) checksWhere a criminal record background check is identified (i.e. regulated activity relating to adults) a clear DBS certificate is required before commencing employment with LJWB

See the DBS website for details

Sight of a clear DBS certificate, (for new employees without an existing DBS certificate, LJWB will cover the cost of the DBS check and the annual subscription).

I confirm that I have read, understood and accept the duties and responsibilities contained in this Job Specification.

Signed………………………………….. Date………………………………

Print Name ……………………………..

APPLICATION FORM

Should you wish to submit a CV instead of the attached application form, please do so, however you must sign and return the monitoring form and the declaration page at the back of the application form. CV’s must evidence the essential criteria required for the role.

The form is as comprehensive as practical, but if in any section you feel you do not have adequate space to respond please attach separate sheets. Please complete either by typing or in block capitals using either a black or blue pen.

Application for the post of: Committee and Governance Officer

How did you learn of this vacancy?

PERSONAL DETAILS

Forenames:

Surname:

Home Address:

Postcode:

Day time telephone numbers:

Email Address:

Do you hold a current clean driving licence?

National Insurance Number:

ACADEMIC QUALIFICATIONS

Names & Address of Schools/Colleges.Universities

Subjects Level/Grade

PROFESSIONAL MEMBERSHIP

Organisation Membership Status Date joined

NON QUALIFICATION/TRAINING COURSES

Course Title Organising Body Date Completed

EMPLOYMENT HISTORY

From / To Starting with your most recent position, list the name of your employer, job title, salary and brief description of main responsibilities

Reason for Leaving

SKILLS, KNOWLEDGE AND EXPERIENCE

Please provide details in relation to both the essential and desirable criteria for the post as both are used to shortlist. However, if the person specification says an essential skill or experience will be identified from the application form, you must say this in this section how you meet the requirement. You can only be considered for interview if you show how you meet all the essential criteria listed.

REFEREES

Please give details of two professional referees we could approach, one of whom should be your last or present employer. No contact will be made with the referees that you have supplied without your consent.

Name: Name:

Position: Position:

Company: Company:

Address: Address:

Postcode: Postcode:

Tel No: Tel No:

Email

Address:

Email

Address:

May we contact prior to interview? Y / N May we contact prior to interview? Y / N

Please note that references from current or previous employers will only be accepted from either company headed documentation or a company email.

Closing date for applications is:

This application form must be returned to:

Katherine Bell

Leeds Jewish Welfare Board

311 Stonegate Road

Leeds

LS17 6AZ

Email: katherine.bell@ljwb.co.uk

DECLARATIONS

Are you related to or the partner of any existing employee or committee member of LJWB?YES/NO

If yes, please print their name(s) and relationship to you:

The information I have given on this form is true and accurate to the best of my knowledge

I am not subject to any immigration controls or restrictions which prohibit my undertaking work in the UK

Under the Rehabilitation of Offenders Act I understand that I will be asked to declare in writing whether I have been convicted of any offences in a Court of Law and if so to provide details of the offence(s). I understand that failure to disclose such convictions may result in dismissal or disciplinary action by LJWB

In line with Leeds Jewish Welfare Boards DBS Policy, anyone undertaking a Regulated Activity will require a clear DBS check before commencing employment with Leeds Jewish Welfare Board.  If you do not have an existing DBS certificate, the cost of the DBS check and annual subscription will be paid by Leeds Jewish Welfare Board. Please note, if your contract is terminated or you resign within the first 6 months of employment, this cost will be deducted from your final salary.

As a DBS applicant, I will ensure that I read and understand the DBS Privacy Policy before I submit my DBS application to LJWB for processing.

I consent to LJWB, being a registered body, submitting my DBS application (paper) and to LJWB retaining evidence of my consent for 3 months from when LJWB submits my application to DBS.

All job applications are retained for 3 months and your data is used for recruitment purposes only. Please inform us if you would like your application destroyed before this time by contacting by Email: recruitment@ljwb.co.uk.

We will never share your data and will ensure it is kept safe and secure.

I understand that any information given in relation to my application will be held by the Organisation and falls within the provisions of the General Data Protection Regulation 2018. I also give consent for my personal information being retained and used to process my application for future employment.

You can request our privacy policy. In this policy, you will find information about our compliance with GDPR (data protection law). You can find how to send us a request to let you access your data that we have collected, request us to delete your data, correct any inaccuracies or restrict our processing of your data.

You have the right to lodge a complaint, if you would like to exercise this right please contact recruitment@ljwb.co.uk or the Data Controller at gdpr@ljwb.co.uk.

Signature: _____________________________

Date: _____________________________