Head of Executive Office

Institution of Structural Engineers

Hours
35 hours per week

About the Organisation

With over 32,000 members working in 105 countries, we are the world's largest membership organisation dedicated to the art and science of structural engineering. The Institution is an internationally recognised source of expertise and information concerning all issues that involve structural engineering and public safety within the built environment. The core work of the Institution is to support and protect the profession by upholding professional standards and acting as an international voice on behalf of structural engineers.

The Institution of Structural Engineers is governed under its Royal Charter, byelaws and the applicable regulations. The Institution Council consists of the President, Vice-Presidents, past Presidents, representatives of regional groups and members who are elected for a period of three years. The Institution is supported by an executive of 75 staff. The Board is the governing body of the Institution. Its members are the Institution's Trustees.

We strive towards a structural engineering profession that is built on integrity, excellence, inclusivity and collaboration. Our aim is to secure a safe and sustainable world by advancing structural engineering, raising professional standards, and sharing knowledge.

• Integrity: We are committed to upholding the highest standards of ethical conduct in our practices and interactions.
• Excellence: We are focused on excellence in everything we do, setting high standards for ourselves and our members, valuing quality, innovation, and continuous improvement.
• Inclusivity: We are inclusive, we embrace diversity and value the contributions of individuals from all backgrounds, perspectives, and experiences, fostering a welcoming environment for all.
• Collaboration: We believe in the power of collaboration and cooperation, encouraging members to share knowledge, resources, and expertise for the collective advancement of structural engineering.

About the role

This role leads the Institution’s governance and compliance functions, overseeing all election and regulatory processes, whilst providing central coordination of projects through a newly established project management office. The post holder will ensure compliant governance systems, clear reporting, and effective cross‑organisational working, alongside managing the Institution's Benevolent Fund and mentoring scheme for members.

Responsibilities

Organisational Activity:

• Lead on the design and implementation of a central management office that will be instrumental in ensuring that institutional activity is delivered year on year through excellent collaboration, tracking, and reporting on deliverables.
• Actively engage and collaborate with senior managers across the Institution to have central oversight of the delivery of projects and act as a link between project leads and the Chief Executive. Manage the central record of all projects, KPI’s, and progress reporting – including reports to the Board.
• Monitor progress of project and organisation-wide activity to ensure adherence to timelines and budgets across the organisation.
• Work with the Process Improvement Manager to integrate identified efficiencies into the project management office and the institution's project management processes.

Institution Governance Lead:

• Act as Secretary to the Board, Council and Nominations Committee, to administer and ensure correct protocols etc., are followed for all annual awards and the election processes for the senior roles in liaison with the electoral services provider.
• Ensure meetings are effectively organised and minuted, liaising with the Board Chair/Chief Executive to plan meetings; receiving agenda items from the senior managers. Ensure that agendas and reports are circulated to meet agreed timescales. Take minutes, circulating approved minutes and checking that agreed actions are carried out.
• Oversee the maintenance of effective records and administration for the Council, Board, Nominations Committee and Benevolent Fund; of filed agenda, papers, minutes and reports; topics of discussions and recorded decisions etc. and any proposed/deferred future activities.
•  Make recommendations for improvements and efficiencies in respect of the Institution’s governance via its Charter, Byelaws and Regulations. Ensure all changes to the Institution’s governing documents are made in accordance with the Byelaws and Regulations and in liaison with the Engineering Council and Privy Council where appropriate.
• Ensure that all regulatory processes and timescales are adhered to and met.
• Undertake the preparation of the Benevolent Fund Trustee’s Annual Report in liaison with the Trustees and the Finance Department. Manage the secretariat support for Trustee meetings undertaken by the Governance and Projects Executive as well as case management of beneficiaries and, in liaison with the Finance team, payment of all grants and applicable services.
• Ensure all reporting requirements are completed within the regulatory timeframes for the Benevolent Fund, including returns to the Charity Commission, OSCR, Companies House, FCA and investment managers. To liaise with the Company Secretary (Finance Director) as required.

Chief Executive Office and Mentoring Scheme:

• Develop and maintain modern, efficient systems and processes to support the Chief Executive's office, alongside identifying opportunities for innovation and continuous improvement in conjunction with the Executive Assistant. Work closely with the Governance and Projects Executive to ensure adequate support for the President, including their UK Regional visits and oversee that the annual sessional planner and its communication are kept up to date.
• Lead on promoting and managing a successful mentoring scheme for members (Elevate) by proactively identifying and maintaining a list of mentors and mentees, including liaising with the Head of Communication and Journals on the effective communications of the schemes and adherence to the Institution's EDI strategy and objectives.

General Responsibilities:

• Manage, motivate, mentor and provide day-to-day line management for reportees. Organise and manage regular one-to-ones and appraisals etc., proactively resolving any issues of performance, attendance, etc.
• Provide/ensure cover for the Executive Assistant when they are absent.
• Escalate critical and operational issues to the Chief Executive to ensure timely resolution.
• Make suggestions for improving processes, systems, etc., which support the efficiency and stability of the Institution.
• Handle sensitive and confidential information with integrity and discretion.
• Comply with all Institution Policy and Procedures.
• Any other reasonable duties as requested.

Communications and working Relationships:

• All members of the Institution, particularly the Board and Council.
• Panel, committee members and task group members, in particular members of the Nominations
• Committee and Benevolent Fund.
• All employees of the Institution, particularly the senior management team.
• Members of the public and other bodies, etc.

Skills, Competencies, Experience & Attributes

Qualifications & Knowledge:

• Knowledge of legislation and regulations on governance (Charter status,
• Bye Laws, Regulations) relating to charities/not-for-profit organisations.
• Knowledge of project management processes and systems.
• Knowledge and understanding of the roles and responsibilities of a board of trustees.
• In-depth knowledge and understanding of a professional institution, membership or licensing/regulatory body environment, specifically committee, panel and working group structures.
• Knowledge of GDPR and other organisational compliance.

Experience:

• Being instrumental in the delivery of organisational-wide activity in support of the Chief Executive and through proactive collaboration with senior leaders and any other related stakeholders.
• Experience in leading the set-up and management of a central project management office or similar system, project management oversight, delivery and reporting to monitor adherence to KPIs and budgetary parameters.
• Leading the management of governance and all its documentation for a small/medium-sized organisation.
• Assisting committees, panels and an executive team in developing, implementing and applying clear and consistent policies and procedures, to secure consistent high-quality decisions and progressive improvements; and to ensure a full audit trail of all decisions made.
• Ensuring compliance with legal and regulatory guidance; providing consistent, appropriate advice in accordance with agreed policies and procedures.
• Working with volunteers and coordinating elections.
• Excellent report writing and production of summaries/communications to be considered at a senior level.
• Supporting senior board and committee members, including minute taking, proofreading and working with trustees, ideally gained in a chartered membership organisation similar.
• Managing and leading a small team; conducting appraisals, providing feedback, training and support, etc.

 Skills:

• Ability to always demonstrate tact and diplomacy, with an understanding of the importance of discretion and confidentiality.
• High level of integrity and sound judgement.
• Excellent organisational skills with the ability to look ahead and manage the work of committees/panels to meet targets, deadlines, and secure the delivery of other required outcomes.
• Ability to develop quickly effective working relationships with Board members and colleagues across the organisation that will be instrumental in supporting the delivery of organisational outcomes.
• Excellent interpersonal skills with the confidence to work with professionally qualified volunteer Chair/members, internal colleagues and external stakeholders.
• Excellent written and oral communication skills with the ability to present and explain detailed information clearly and succinctly.
• Attention to detail, accuracy and ability to check detailed information; ability to critique own work and that of others.
• An ability to work independently with minimal supervision and with a systemised/methodical approach to managing multi-stream and complex workload, with the ability to work under pressure to meet tight deadlines and often changing and competing demands.
• Clear commitment to equality of opportunity and an understanding of the importance of respecting and valuing diversity.
• Flexible, resourceful and able to work in a small team and self-motivated with a passion to deliver organisational improvement.

IT Skills:

• Word/Outlook/Excel and PowerPoint to an intermediate standard.
• Understanding and practical use of CRM.

Required Qualifications

• A good standard of education at Level 3, A-Levels or vocational equivalent (Relevant level 6 qualifications, degree or vocational equivalent).

Compensation & Benefits

• Life Insurance (death in service benefit)
• Eye care and glasses- eye tests paid for, and a contribution towards any glasses specifically for DSE use
• Access to some parts of the employee assistance programme
• Pension- can join the pension scheme from any date after commencement in Tier 1 (employer 6%, employee 3% minimum contributions)
• 25 days paid annual leave (increasing with service to 28 days) plus bank holidays and flexi leave
• Flu vaccination voucher
• Pension- automatic enrolment in Tier one: employer 6%, employee 3% minimum contributions
• Pension- you can request to join Tier two: employer 9%, employee 5% minimum contributions
• Full pay sickness absence up to 65 days in a 12-month rolling period
• Income protection insurance: you may be eligible for this support if you are absent due to sickness for a continuous period of 13 weeks or more, subject to acceptance of the claim
• Full access to our employee assistance programme, which includes a discounts and savings platform and access to additional health services (counselling, physio, 24-hour online GP, nutritionist and personal training sessions) via an app-based service.
• Private medical insurance (PMI) is currently provided by AXA (voluntary and subject to tax and NI)
• Health cash plan, currently provided by BUPA (voluntary and subject to tax and NI)
• Reimbursement of an agreed and appropriate Membership subscription
• Season ticket loan (non-taxable)
• Cycle to Work Scheme
• Paid maternity, paternity, adoption and carers leave at rates of pay higher than statute, subject to service requirements as per the current policies
• Opportunities for pay progression.
• Two paid days annually for volunteering

Conditions of employment

• Applicants must possess a current right to work in the UK.

Working locations

• Hybrid model, working in the London office and remotely
• May be required to travel in the UK and overseas to support events occasionally.

How to apply

• Please, apply to our website.
• Please submit an up-to-date CV and cover letter demonstrating how you meet the knowledge, skills and experience required for the role as described in the job description. The cover letter should be no more than 500 words.

Interviews

• On receipt, your application will be sifted by the recruitment panel and assessed against the criteria for the role. All successfully shortlisted candidates will be contacted by telephone and invited for an interview. We reserve the right to close or extend this position depending on the number of applications.
• Therefore, we would urge candidates to apply as soon as possible. If you have not heard from the Institution within two weeks of your application, it is with regret that you have been unsuccessful on this occasion. Due to the volume of applications we receive, we cannot write to all applicants.
• The selection process will consist of a virtual interview with the Chief Executive Officer, Yasmin Becker and Sarah McConnell, Head of HR & Facilities, in mid-May, dates to be confirmed.
• The second stage of the process will be an in-person job-related assessment designed to test your skills and experience required for this role, followed by a face-to-face interview with Yasmin Becker and Sunita Dhawan, Products & Events Director. This will take place the week following the first round virtual interview.
• We want to support you. If you require any reasonable adjustments during our recruitment process, this could be for the application, assessment and/ or interview. Please let us know as soon as possible so that adequate provisions can be made for yo

Return to listing