Governance Officer – AR

Job Details

Job Description

Job Title

Senior Governance Officer

Department

Secretariat / Governance Office

Reporting To

University Secretary

Location

Egham Campus, TW20 0EX

Working Pattern

Full-time (part-time applications may be considered)

Working Arrangement

Fully office-based

Purpose of the Role

The Senior Governance Officer is responsible for supporting the effective operation of the University’s governance framework by ensuring the smooth running of senior boards and committees. Working closely with the University Secretary, members of the Executive Board, University Council and colleagues across the institution, the postholder will coordinate governance activities, maintain accurate records, and ensure that decisions and actions are effectively communicated and implemented.

The role plays a key part in ensuring that governance processes comply with legal, regulatory and statutory requirements, while supporting the delivery of the University’s strategic objectives.

Key Responsibilities

Governance and Committee Management

• Support the effective operation of the University’s governance structures, including University Council, Executive Board and their associated committees.
• Ensure meetings are conducted in accordance with committee terms of reference, governance regulations and institutional requirements.
• Coordinate the annual cycle of governance activity, maintaining schedules of business and meeting calendars.
• Manage the preparation, collation and distribution of agendas, papers and presentations to support informed decision-making.
• Advise paper authors on submission requirements, formatting standards and timelines.

Meeting Administration and Secretariat Support

• Organise and attend senior-level meetings, providing high-quality secretariat support.
• Produce accurate and timely minutes, action logs and decision records.
• Monitor and track actions arising from meetings, following up with responsible individuals to ensure completion.
• Communicate decisions and outcomes to relevant stakeholders and paper authors.
• Maintain effective relationships with committee chairs, senior leaders and colleagues across the University.

Governance Processes and Compliance

• Assist the University Secretary in overseeing governance functions and supporting continuous improvement of governance policies and processes.
• Ensure governance activities comply with relevant legal, regulatory and statutory requirements.
• Maintain governance registers, records and official documentation.
• Support the implementation of action plans arising from governance reviews, committee decisions and strategic initiatives.
• Identify opportunities to improve governance systems, processes and reporting mechanisms.

Stakeholder Engagement

• Work closely with colleagues in the Governance Office and Vice-Chancellor’s Office to ensure effective communication with members of the Executive Board and University Council.
• Build strong working relationships with senior staff and committee members across the University.
• Provide guidance and support to colleagues on governance procedures and committee processes.

Person Specification

Essential Criteria

• Educated to degree level or possess a minimum of two years’ experience in a comparable governance, secretariat or committee support role.
• Demonstrable experience supporting senior leaders and/or managing governance functions within a complex organisation.
• Experience coordinating committees, boards or senior-level meetings.
• Excellent minute-taking and written communication skills, with the ability to produce accurate records and reports.
• Strong organisational skills with the ability to manage multiple priorities and meet competing deadlines.
• Experience tracking actions and ensuring follow-through on decisions.
• Strong stakeholder management skills, with the confidence to work effectively with senior colleagues.
• Excellent attention to detail and a high level of accuracy.
• Ability to handle sensitive and confidential information with discretion.
• Proficiency in Microsoft Office applications and document management systems.

Desirable Criteria

• Experience working within a higher education environment.
• Knowledge of university governance structures and regulatory requirements.
• Experience supporting board-level governance activities.
• Familiarity with governance management systems and committee administration software.

Key Competencies

• Organisation and planning
• Communication and influencing
• Relationship management
• Attention to detail
• Problem-solving
• Professional judgement
• Collaboration
• Integrity and discretion

Values and Behaviours

The postholder will demonstrate the University’s values by:

• Treating others with respect and dignity.
• Promoting equity, diversity and inclusion.
• Working collaboratively across a wide range of backgrounds and perspectives.
• Demonstrating openness, integrity and accountability.
• Contributing to an inclusive environment where all members of the University community feel valued and supported.

Other Information

The duties outlined in this job description are not exhaustive and may be amended to meet the evolving needs of the University. The postholder may be required to undertake other duties appropriate to the grade and nature of the role, as requested by the University Secretary.