Secretary to The Council - St. James's, United Kingdom - Chatham House

Chatham House

Verified Company

St. James's, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Chatham House, the Royal Institute of International Affairs, is an independent policy institute based in London. Our mission is to help build a sustainably secure, prosperous, and just world.

Our council oversees the operation and management of the institute in accordance with its charter and bye-laws. Council members are mostly drawn from and elected by the institute's membership. Chatham House has charitable status; Council members are its trustees.

We seek a Secretary to the Council who will provide advice and support to the Chair, Deputy Chair and Council in the governance of Chatham House.

You will perform a variety of tasks aimed at managing the operations of the Council.

The Secretary sits between a Council made up of independent part-time trustees with very diverse backgrounds and a busy senior management team under a recently appointed Director and Chief Executive.

The role requires an ability to think ahead and plan, energy and determination, and a cooperative, patient and pragmatic mindset.

The role has wide-ranging responsibilities including:

Council Meetings

Schedule Council meetings (five per annum) in conjunction with the diaries of the Chair, Director and Honorary Treasurer.
Agree draft agendas with the Chair, collate and update the Council board portal (Diligent Boards) with all the relevant papers and schedules for the respective Council meetings.
Take minutes of the Council meetings and note actions to be followed up on.
Plan and coordinate the annual Council Away Day with the Chair.

Council support

Oversee the preparation of welcome packs for new members and arrange their induction, training and support.
Ensure all relevant forms are completed on an annual basis (conflict of interest, disqualification declaration, etc.).
Coordinate the Council WhatsApp group.
Advise the Chair and Council members in the discharge of their responsibilities include advising on their roles as trustees and ensuring compliance with the institute's governing documents.
Act as Secretary to the Council Nominations Committee (see below), and keep in close touch with the secretaries of the other Council Committees.

AGM

Draft and agree the agenda with the Chair and coordinate holding of the event with the assistance of the Members' Events team.
Draft outline script for the Chair including layout of the meeting and instructions for taking votes, proposers, seconders, etc. Write up key points of the meeting for historical record.

Council nomination and election process

Charity Commission

Act as the main contact for the Charity Commission ensuring the institute's details on the Charity Commission website are kept up to date. Liaise with the Managing Director of Finance on the submission of the Annual Return and the filing of the Annual Accounts.
Coordinate responses to the Charity Commission ensuring followup actions. Distribute Charity Commission information accordingly and update the Chair and Director where necessary.
Post relevant Charity Commission background material and updates on the Council portal system.

Charter and Bye-laws

Advise on matters related to the institute's governing documents the Charter and Byelaws.
Periodically review and update the Charter and Byelaws and Committee TORs as necessary to take account of the requirements of the institute and/or changing legislation.

Other

Act as Company Secretary to the wholly owned trading company (Chatham House Enterprises Limited).
Oversee the thirdparty Council portal system (Diligent Boards) ensuring it is remains suitable for Council's requirements.
Support and advise Council members on its use, ensuring training is provided as required. Periodically review licences and permissions.

People

Build and maintain relationships with Council, colleagues, funders and partners.
Work collaboratively with others in creating a positive working culture, ensuring good practice is shared and embodying the institute's standards of behaviours are followed.
The PA/Council will support the Secretary on a number of these administrative functions, eg uploading Council papers onto Diligent, onboarding new members, practical arrangements for Council meetings including Away Days.

Requirements:

Essential Skills and Experience

You are/have

Team orientated, able to work collaboratively across multiple teams and engage with a broad range of partners;
Excellent administration, coordination and organisational skills;
Excellent written and verbal communication skills;
Strong attention to detail;
Sound judgment on setting priorities; able to successfully manage deadlines;
Discreet and diplomatic, you will often handle confidential/sensitive information;
Good interpersonal skills. You are able to build positive relationships both internally and externally at all levels and across all contexts;
Highly proficient in technology and digital literacy with Word,