Executive Assistant (Governance Officer)

British Association for Sexual Health and HIV

About the Organisation

British Association for Sexual Health and HIV (BASHH) is a UK-based professional association representing healthcare professionals who specialize in the field of sexual health, including the prevention, diagnosis, and treatment of sexually transmitted infections (STIs) and HIV. BASHH works to improve the standards of care, promote education and research, and influence public policy in the field of sexual health.

About the role

British Association for Sexual Health and HIV (BASHH) is seeking to appoint an outstanding Executive Assistant (Governance Officer). The post holder will work closely with elected Officers, the board, and the CEO to support the delivery of BASHH core membership services and ensure the highest standards of governance and oversight. The first port of call for many BASHH members, this person will have a key role in supporting excellent member services and communications.

Their support will enable the President, CEO, and Officers to lead effectively in their respective areas. Joining at an exciting time for BASHH, with the organisation transitioning to an in-house model of operating some of its core functions, the post-holder will join a new, small staff team. A strong collaborator, they will work with a wide network of stakeholders, including highly committed clinicians and other health care providers on the BASHH board and membership.

Responsibilities

Administration and Governance Support for BASHH:

• Receive all communication -telephone, post, and electronically.
• Receiving and forwarding enquiries from third parties. Forwarding on to the Gen Sec, relevant Officer or CEO, and coordinating responses.
• Covering the Board of Trustees, Finance and Governance Committee, and Clinical
• Governance Committee:
  • Organisation of meetings, including space, accommodation, and catering for in-person meetings as required.
  • Preparation and circulation of agendas and meeting papers.
  • Taking and circulation of minutes, actions log, and coordination of follow-up of actions.
  • Records of all minutes, actions, and other administration relevant to the group (including membership and email lists and online space.
• Support the Gen Sec to coordinate and manage the election process—administration of newly elected posts.
• Maintain a database of elected BASHH committees, including the date of the individual’s appointment and the term of tenure.
• Maintain a register of programmes that BASHH is participating in.
• Coordinate content for BASHH annual reports and annual reviews, supporting the General Secretary and CEO.
• Ensure reports and other key documents are sent to relevant regulatory bodies and uploaded to the BASHH website

Operational Support and Membership Services:

• Manage basic IT systems, including ensuring access to MS Office for key staff and Officers, and liaising with staff to ensure they have the key hardware and software to complete their role.
• Provide basic diary and administrative support to the CEO and, where desired, the
• President, supporting them to deliver effectively and efficiently for BASHH.
• BASHH Bitesize (member webinars) support, including administrative support for webinars.
• Membership administration functions:
  • Maintain and manage membership management system, including processing membership applications, member communications, and subscriptions.
  • Distribution of new member packs.
  • Conducting exit interviews and surveys of members who leave BASHH.
  • Produce membership reports.
  • Ensure compliance with the latest regulations for data protection, including oversight of the Privacy Statement. Ensure all member records are accurate and up to date. Remove records in line with data protection law and the privacy statement.
  • Member email communications, including event marketing, news dissemination, and information updates.
  • Management of mailing lists and BASHH mailing service (Mailchimp). 

Executive Support for key Committees and Groups:

• Support for the Clinical Effectiveness Group, Clinical Standards Unit, and National Audit
• Group, including:
  • Keeping an up-to-date record of their programmes of work,
  • Supporting good organisation and governance of these groups through meeting planning, papers, and minutes.
  • Liaising with groups and contractors on the timely publication of guidelines, standards, and other publications, supporting effective communication via the website and other media. 

Skills, Competencies & Experience

Experience & Qualifications:

• Experience of work within a membership, education, training, healthcare other large network organisation.
• Experience supporting board-level executives and managing sensitive and confidential information.
• Demonstrable experience in supporting corporate governance processes, including:
• Preparing board and committee papers
• Minute-taking at board/committee meetings
• Maintaining governance calendars and action trackers
• Experience in managing complex diaries and coordinating travel arrangements.

Knowledge, Skills & Abilities:

• Ability to work effectively with and meet the needs of BASHH members, officers, trainers, and trainees across a diverse range of online and in-person settings.
• Exceptional organisational and time management skills.
• High-level written and verbal communication skills.
• Excellent attention to detail and accuracy, particularly in document preparation and minute-taking.
• Ability to work under pressure, prioritise tasks, and meet tight deadlines.
• Strong interpersonal skills and the ability to liaise effectively with senior stakeholders and board members.
• Ability to handle confidential information with discretion.
• Good working knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and virtual meeting platforms ( Zoom, Teams).

Values & Behaviours:

• Personable, approachable, adaptable, and willing to constructively challenge the status quo.
• A team player with a positive, can-do attitude. Flexible and adaptable, with a willingness to take on a variety of tasks.
• Commitment to own continuous personal and professional development, particularly in relation to equity, diversity, and inclusion, and allyship of marginalised communities.
• Role model appropriate personal, organisational, and ethical values in all functions of the role and helping to promote these in others.

Compensation & Benefits

• 35 days of Annual leave, including bank holidays
• Contribution to pension 3%
• Ability to work flexibly

Working locations

• Hybrid model, working in the London office and remotely
• UK, regular London-based meetings

How to apply

• To apply, please complete the form and submit a CV and cover letter by 4th August 2025. Your letter should set out how you meet the person specification for this role.

Interviews

• Interviews: Tuesday 19th August 2025 (online). 

Policies

BASHH is committed to promoting equality and diversity. To help us raise awareness and support a culture that is diverse and recognises and develops the potential of all, we would therefore be most grateful if you would complete the equality monitoring survey. Data Processing, Protection, and Privacy Policy

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