Head of Governance and Society Secretary - Remote based / Elstree

Head of Governance and Society Secretary - Remote based / Elstree

Job Description

Status: Part time – 20 hours per week, although flexibility would be required around busy governance periods (e.g. AGM).

Contract terms: Permanent employee  

Location: Flexible work location, with travel to Board meetings and Senior Management meetings as required (held in different locations around UK at weekends for Board meetings and midweeks for Senior Management meetings) Approximately 20 meetings per year.

Reporting to: Chief Executive plus support to the Chair of the Board and Board of Directors

Salary Banding: £60-70K per year pro-rata

Description

We currently have an exciting opportunity for a skilled and dynamic Head of Governance including the role of Society Secretary to join our Senior Management team. 

Reporting directly to the Chief Executive you will ensure HF Holidays has the appropriate governance systems and processes in place to support the Board, the Chief Executive and the Senior Management team to deliver the HF Holidays strategy. Ensuring there is high quality governance across the organisation, in line with our values.

Ideally, our new colleague will have practical experience of working closely at Board level in a governance role or held a similar position, having gained experienced of working in similar member owned organisation and managing effective member relationships. Previous experience of working for a co-operative deseriable.

You will be a strong communicator, with diplomacy, pragmatism, social interaction skills and the ability to network. This is a new role and you will need to be a self-starter to build relationships and to become a trusted adviser.

The role’s responsibilities include but are not limited to:

Compliance

• Ensure the production and distribution of the Annual Report and Financial Statements in line with legal and governance requirements
• Be a point of authority for the Society’s Rules and associated constitutional documents and advise the Board and Senior Management team on its content and compliance with it
• Lead periodic reviews of governance and elements of the Rules to identify and recommend best practice as a co-operative including appropriate codes of governance
• Monitor and review all legislative, regulatory and corporate governance developments that may affect the Society, identify and recommend appropriate action to the Board and Senior Management team as and when required
• In line with legislation and best practice, be accountable for the maintenance of statutory registers and control access to them
• Oversee the management and recording of potential conflicts of interest between the Society and its Board, volunteers and our employees
• Report, and provide information to, the Society’s registrar as required by the regulator
• Organise appropriate indemnity insurance for Directors and Officers as required
• To be responsible for the custody and correct use of the Society seal, if one is used
• Administer the requirements of the registered office: attending to the receipt of the official correspondence and ensuring all communication comply with best practice in corporate disclosure

Member Voice

Support member democratic ownership and control, including:

• Ensure the effective delivery of General Meetings which comply with the Society’s Rules, constitutional and legislative requirements
• Be accountable for the Director election process including acting as returning officer where appropriate
• In liaison with the Membership Manager act as a communications point with members on our governance
• Ensure compliance with the Society’s Rules and overriding constitutional and legislative requirements for the recruitment of new members
• Proactively encourage and deliver broader engagement with the Society’s membership
• Complying with legal requirements including money handling and GDPR, governance requirements and liaising with Head of Finance, Head of Marketing and Membership team as necessary.

Board and Committee Services

• Oversee all matters pertaining to the Board including board agendas, board papers, minutes, board governance, board development
• Ensure that all Directors and Senior Management team have access to the advice and services of the Secretary

• Ensure the effective support of the Board, its committees and working groups through accountability for:
• Agreeing the annual cycle of Board activity and decision making with the Chair and the Chief Executive
• Scheduling meetings in line with the annual cycle
• Assisting the Chair and Chief Executive to set Board agendas with liaison between the Senior Management team and the Board
• Assisting the Chairs of the working groups and committees to set agendas for their respective meetings
• Overseeing the content of the meeting papers
• Ensuring good and timely information flows within the Board, committees, working groups and Senior Management team
• Preparing and circulating notices and associated meeting papers
• Accurately record Board decisions and the results of meeting resolutions
• Preparing and circulating minutes and reports of the Board meetings to relevant stakeholders
• Pursuing follow up action and reporting on matters arising
• Maintenance of the Risk Register

• Enable a high performing Board; advising on compliance with any Schedule of Matters Reserved for the Board, advising on Board procedures and compliance
• Deliver proactive regular engagement with the Chair and other Directors

Board and Committee Development

Under the Direction of the Chair:

• Facilitate Director and Board performance reviews and follow up activity
• Working with the Board Development Committee, as appropriate, identify any gaps in competency on the Board and its committees and ensure that the election processes provide for the opportunities to make members aware of the preferred profile of candidates
• Be accountable for all elements of a high-quality induction process for newly elected Directors

Candidate Attributes:

• Preferably a Qualified Chartered Secretary (ICSA accreditation) or holds a business, legal or governance related qualification from a recognised UK establishment
• Practical experience of working closely at Board level in a governance role or held a similar position in another body – particularly a co-operative
• Experience of working in a similar member owned organisation and managing effective member relationships
• Up to date knowledge of the Society’s legal, regulatory and administrative framework
• Strong communication skills both written and verbal and confidence to be able to respond clearly to questions and queries, providing authoritative advice as required
• Strong diplomacy, pragmatism, social interaction skills with the ability to network
• Able to prioritise and manage own workload with impeccable attention to detail and accuracy

About the Company:

Here at HF Holidays, we have over 100 years’ experience organising outdoor holidays. We specialise in offering a fantastic range of Walking and Special Interest holidays and every year over 55,000 guests choose to travel with us to over 80 destinations all over the world.

We currently employ a team of over 430 employees, who work in our two main offices in Elstree and Penrith and across our 17 country houses around the UK, all in National Parks or Areas of Outstanding Natural Beauty. 

HF Holidays is a co-operative society owned by its 41,000 members. Our Mission is to provide shared holiday experiences, which inspire friendship, fun, and an active enjoyment of the great outdoors. We aim to achieve our Mission by applying the following values: Trusted, Collaborative, Exceptional Experiences, Ownership, Inspiring, Passionate and Fun.

Package:

• Competitive salary
• Pension contributions
• Annual 1-week free familiarisation visit at any of our 18 UK country houses for you and your family plus up to £50 for travel support
• Free carparking
• 28 days holiday (pro-rata) inclusive of Bank Holidays, rising to 33 days (pro-rata) after two years
• Opportunities to organise and/or participate in various challenges and activities for our nominated charity
• One paid day each year to volunteer for a charity of your choice
• Exclusive discounts at several high street outdoors equipment stores
• Exclusive HF discounts on flights and our holidays around the world
• Exclusive discounts on our UK holidays for your friends and family
• Opportunity to join a multi-award winning, forward thinking and passionate company who train, develop and celebrate individual, team and organisational achievements
• Unique opportunity to explore the great outdoors

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