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Job Description
Job Title:
Governance Manager
Reporting to
Chief Operating Officer
Location / Type
London | Permanent full-time
Version
April 2017
About us
The Physiological Society (‘The Society), a registered charity, brings together over 3,500 members from over 60
countries. Since its foundation in 1876, our members have made significant contributions to our knowledge of
biological systems and the treatment of disease. The Society promotes physiology and supports those working in
the field by organising world-class scientific meetings, offering grants for research, collaboration and international
travel, and by publishing the latest developments in its leading scientific journals.
Job purpose and background
To provide a complete service to support The Society’s Council, Committees and Working Groups; a high quality
and confidential service that is responsive and efficient. A full range of administrative capabilities is required.
To support The Society’s governance and compliance obligations.
To provide Executive Assistant support to the Chief Executive.
This role will be directly reporting into the Chief Operating Officer.
Main tasks and responsibilities
Board, Committees and Working Groups
To ensure the following:
 Prepare the forward meetings schedule to ensure that there is a coordinated approach and alignment
between the relevant meetings. This includes; sourcing and setting dates for meetings, booking
committee rooms, arranging catering, booking AV, facilitating arrangements for committee members, e.g.
travel and accommodation booking (where necessary)
 Coordinate and provide all-committee leadership on best practise, templates for agendas, minutes and
meeting papers and reporting to Council
 Maintaining the committee information recorded in the CRM and website including maintenance of lists of
committee members, notification of expiry of tenure and coordination of appointments
 Organise, with the President and Chief Executive, Council dinners and the invitation of distinguished guests.
 Administer ‘academic support’ payments to Honorary Officers
 Provide administrative support for other committees as required
 Ensure all Committees are properly constituted and to keep under review the Terma of Reference of the
Committees and suggest possible amendments to meet changed circumstances
Board, Governance Committees and Working Groups
 In conjunction with the Chief Executive, Chief Operating Officer, Chairs and relevant staff prepare and
distribute agendas and packs of papers, draft minutes and distribute final meeting minutes and coordinate
follow-up actions
Job Description
Governance
 Assist the Chief Executive and Chief Operating Officer with corporate governance issues including
management of the procedures for the Annual General Meeting and elections/ballots
 Maintain and proactively manage a schedule of governance activities throughout the year
 Assist the Chief Operating Officer in the organisation of Trustee and committee member training
programmes and production of relevant induction literature
 Organise ongoing training for all Trustees to ensure relevant knowledge gaps and skills are updated
 Administer the performance assessment process for the Trustees
 Manage the appointment and elections process for Trustees including; oversight of turnover, developing
relevant job descriptions and application forms, effective marketing of positions and working with relevant
Chairs to ensure appropriate skill selection
 Interpret and advise on the Articles and Regulations, including election and voting rules and procedures
 Administer returns and similar updates to the Charity Commission and Companies House
 Maintain the register of Trustees’/Directors’ interests
 Lead on the review of the Code of Conduct for Trustees
 Maintain and proactively manage the risk management register in collaboration with stakeholders
 Assist relevant members of staff with the production of the Trustees’ Annual Report
Executive Assistant
To ensure the following as a priority each day:
 Be responsible for the co-ordination of the monthly Senior Management Team meetings to include:
– Preparing schedule, agenda, minutes and manage action point completion.
 Be responsible for co-ordination and scheduling of All Staff Meetings to include:
– Scheduling dates and topics, organising logistics and catering.
 Acting as Executive Assistant to the Chief Executive, may include but are not limited to:
– Manage and schedule the Chief Executive’s diary
– Travel and expense management
– Meeting and teleconference facilitation
– Correspondence drafting
Other
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Administer The Benevolent Fund of The Physiological Society
Manage the governance budget
Where required provide support to the President, Deputy President and Honorary Treasurer
Ensure that any other duties as required as directed by the Chief Executive and Chief Operating Officer to
ensure the effective function of The Society office and secretariat are undertaken.
 Able to work occasional weekends and evenings as required and occasional travel within the UK
 Time off in lieu will be granted for weekend working.
 Note that it may be difficult to take significant periods of leave during busy periods such as around the
main meeting/Annual General Meeting.
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Job Description
Key attributes:
 Educated to degree level or equivalent experience.
 A detailed understanding of organisational governance, preferably gained from the membership or
charitable sectors.
 Ability to meet deadlines and prioritise, with successful experience of working on a range of simultaneous
responsibilities.
 Excellent working skills in time management and communication skills
 Ability to collaborate effectively as part of a team and to improve processes to increase efficiency.
 Experience of organising travel arrangements and events.
 Experience of managing a budget and getting value for money
 Proficient IT literacy, including spreadsheets, databases, email, word processing and PowerPoint.
 Excellent oral and written skills and able to deal with senior academics, members and external contacts.
 Administrative and organisational skills, particularly the effective management of meetings.
 Demonstrated ability to take clear, concise and accurate minutes and prepare agendas.
 Ability to draft accurately and succinctly.
 Diplomacy and tact.
 An outgoing and positive personality with a pro‐active can‐do attitude
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