Governance Administrator

National Farmers'​ Union

Hours
35 hours per week

About the Organisation

National Farmers’ Union (NFU) is the largest farming organisation in the UK, representing over 43,000 farmers and growers across England and Wales. We’re proud to champion British agriculture, shaping the future of food, farming and the countryside. From influencing government policy to supporting our members day-to-day, our work makes a real difference.

About the role

You will play a central role in supporting the NFU’s democratic and commercial governance framework, coordinating board, committee and Council meetings and supporting our Annual General Meeting and National Officeholder Elections. You will manage governance actions and ensure key records, documentation and deadlines are delivered accurately and on time.

Responsibilities

• Support the Governance Manager and Secretary to the NFU with organisation of board meetings for NFU Governance Board, Audit Committee, NFU Commercial Holdings Ltd (and Subsidiaries) and other companies as required. Taking accountability for ensuring meeting minutes are approved and signed off in a timely fashion and are recorded and filed appropriately.
• Generate an annual schedule of NFU meetings and governance-related actions within the Scheduled Actions system.
• Take full accountability for the organisation of Quarterly NFU Council meetings including but not limited to all aspects of documentation preparation and circulation, arranging overnight accommodation and liaising with key stakeholders as required.
• Organise additional meetings as required and manage any amendments to future meeting dates whilst ensuring the Scheduled
• Actions system is updated with key deadlines (Agendas, Papers, Meetings, Minutes).
• Assist in organising the NFU’s Annual General Meeting and biennial National Officeholder Elections.
• Provide support to the Governance Manager on the use of the NFU’s Board Management Software by creating events, drafting Agendas and building and publishing meeting books.
• Support the Governance Manager with Director Appointments, Company Register updates and Companies House Filings where required.
• Assist the Governance Manager with project-related work.
• Draft routine formal correspondence, letters, emails and meeting communications in support of Governance activities.
• Assist with administrative tasks for the NFU Staff Pension Scheme.
• Maintain the NFU Council Resolution Register, Register of Council Members, Governance Handbook and Council Handbook, as well as other formal records, ensuring updates are issued and published where appropriate.
• Provide support to the Business Assurance Administrator on prioritising and distributing daily incoming emails, dealing with queries where possible or referring them to the appropriate colleague(s).
• This role profile will develop to meet the needs of the NFU.

Skills, Competencies, Experience & Attributes

Knowledge & Expertise:

• Experience of organising and supporting large meetings, committees, boards, conferences and/or events.
• Experience of working with boards and coordinating board meetings.
• Previous administrative experience, including diary management, record management, document production and electronic filing systems, and contact management (emails/phone and Teams)
• Experience of supporting meetings and boards, including the preparation and distribution of agendas, papers, minutes and related documentation.
• Experience of arranging accommodation and meeting logistics.

Communication:

• Verbal and written communication skills
• Ability to communicate professionally with colleagues, senior managers, Board members and external stakeholders.

Practical & Skills:

• Proficient user of Microsoft 365 applications including Word, Outlook, and Excel, with the ability to produce, format, and manage accurate professional documents.
• Excellent keyboard skills and attention to detail.
• Experience of maintaining electronic records, databases and filing systems.

Decision Making & Problem Solving:

• Ability to work independently within established procedures, escalating issues outside own remit as appropriate.
• Ability to use initiative to resolve administrative issues and seek guidance on more complex matters.
• Able to plan and organise own workload, managing competing priorities and deadlines.
• Able to make informed decisions within agreed procedures and delegated authority.
• Able to work effectively both independently and as part of a team.
• Ability to prioritise competing tasks and maintain accuracy in a busy working environment.

Responsibility:

• Experience of maintaining accurate electronic records, databases and filing systems.
• Ability to monitor expenditure against agreed budgets and report anomalies as appropriate.
• Ability to handle confidential and sensitive information with discretion and in accordance with data protection requirements.

Personality:

• Demonstrates a high level of accuracy and attention to detail.
• Takes pride in producing high-quality work and maintaining accurate records.
• Committed to delivering a responsive and professional service to internal and external stakeholders.

Desirable:

• Knowledge of GDPR.
• Able to demonstrate an understanding of budgets.
• Relevant industry knowledge and experience, trade or membership association, agricultural background
• Experience of instructing and managing external business service suppliers, couriers, printers.
• Experience of working in a Company Secretarial function.
• Knowledge of company secretarial matters, filing documents with Companies House, keeping company registers and minute books up to date.

Required Qualifications

• GCSE in English and Maths at Grade 4 or above, or equivalent qualifications.
• A-level qualified or equivalent experience.

Compensation & Benefits

• Generous holiday allowance (starting at 25 days a year pro rata + Bank Holidays, rising to 30 days pro rata with length of service), plus 1 annual Christmas company day 
• Option to buy and sell up to 5 days annual leave
• Company-funded health Cashplan 
• Enhanced maternity, paternity and shared parental leave
• Performance-related pay
• Competitive Pension and Life assurance
• Access to interest-free loans for cars, bikes, season tickets and driving lessons 
• Employee Assistance program to help you deal with life’s challenges
• Discounts on a range of vehicles, holiday rentals, wellbeing and lifestyle, and many more
• Attractive, modern office, with on-site restaurant and free parking

Working locations

• Stoneleigh, Warwickshire, United Kingdom
• Flexible in meeting the requirements of the role, including occasional attendance at meetings outside normal working hours.

How to apply

• Apply on our website
• We encourage you to apply as soon as possible. If we decide we've found the right person for the role, we reserve the right to withdraw this advert and close applications before the closing date. 

Policies

We're committed to recruiting a diverse and highly talented workforce. We'll support you with extensive learning and development opportunities and help you build a career that balances your professional ambitions with your personal commitments, including discussions around agile and flexible working options.

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