Assistant Corporation Secretary

Job Title

Assistant Corporation Secretary

Department

Office of the CEO / Corporate

Reporting to

Chief of Staff

Location

London

Job Grade

ABOUT C4

Channel 4 is a publicly-owned and commercially-funded UK public service broadcaster, with a statutory remit to deliver high-quality, innovative, alternative content that challenges the status quo.

Channel 4 was set up by the government with a unique model and remit that aims to stimulate the independent production sector, drive innovation in broadcasting and to commission programmes that showcase Britain in all of its diversity.

ROLE & JOB PURPOSE

Reporting to the Chief of Staff and working closely with the Corporation Secretary this role will provide an exemplary secretariat and administrative function for the Channel 4 Board, helping to ensure that Board business runs smoothly and efficiently and fulfils its statutory governance obligations.

The Assistant Corporation Secretary will also provide some support to the wider work of the Office of the CEO.

This is an important administrative role sitting at the heart of the organisation, requiring excellent organisational and relationship skills, suitable for an accomplished administrative professional with governance and secretariat skills who has a proven track record of supporting Executives and / or Board members.

KEY RESPONSIBILITIES

• Attending all Board meetings and Board Sub-Committee meetings (Remuneration Committee, Audit & Risk Committee, and others as required).
• Accurate recording, initial drafting and distribution of the Board and Board Sub-Committee Minutes; Recording and safe storage of all Minutes.
• Maintenance of an up-to-date forward agendas calendar for Board and Committees.
• Maintenance of Board actions list.
• Co-ordination and notification to Board and Channel 4 staff of Board and Committee dates and deadlines; diary liaison with Chair, NEDs and Executive EAs.
• Practical set up of Board meetings (in person and virtual, across Channel 4's five office locations) and liaison with guest presenters.
• Working with Chief of Staff to ensure timely delivery and circulation of Board and Committee papers (including accessible versions).
• Management of Diligent Board paper management app, including day-to-day liaison with the service provider, as well as review/retendering of the service.
• Maintenance of a full contact list of Board members including Board member appointment dates, term of appointments, Board attendance and Board member biographies.
• Administrative support to Corporation Secretary on a range of governance requirements, including updating Terms of Reference; management of annual Ofcom Declarations and director emoluments; Annual Report and annual Effectiveness Review and Board skills audit.
• Ad-hoc governance research, carry out initial shortlist of Board evaluation external provider and drafting Chair meeting notes.
• Liaison with C4 Archiving Department on archiving of Board and committee papers.
• Support on arranging Board training & development, corporate briefings & Inductions as needed.
• Distribution of weekly and monthly information packs to Board members e. g. Weekly Risk List, Programme Highlights and Performance Packs.
• Administrative contact for Chair and NEDs including organising Tech support, management of expenses, travel and hotel bookings when required.
• Redacting Board minutes as relevant in response to FOI requests.
• Setting up of Purchase Orders and overseeing the invoicing process for Board related payments.
• Support Chief of Staff, when required, with Executive business administration e. g. circulation of Executive papers, occasional cover for Executive meeting minute-taking.

ESSENTIAL EXPERIENCE & SKILLS

• Proven experience of operating at Executive Secretary / Assistant Board Secretary level.
• Exceptional attention to detail demonstrating a meticulous approach to all tasks.
• Ability to prioritise workload without supervision.
• Acts with discretion and the highest standards of integrity.
• Proven ability to deal with highly confidential information.
• Is courteous and diplomatic and displays good judgement.
• Interest in and broad understanding of good governance issues.
• Demonstrates the ability to listen actively and draft accurate Minutes.
• Ability to understand the organisational strategy and how that impacts on the wider organisation
• Ability to think strategically in response to Board actions
• Proven ability in dealing with senior colleagues and Board members.
• Technically confident and capable of operating in a digital environment.
• Understanding/experience of using and managing a content management/board portal (e. g. Diligent Boards)
• Understanding of the statutory requirements of the Channel 4 Corporation and responsibilities as a Public Service Broadcaster.
• Ability and flexibility to work at pace and respond to changing circumstances.
• Able to understand financial concepts, required for minute-taking (training will be provided in this area).

DESIRABLE SKILLS & EXPERIENCE

• Associate or Fellow of the Institute of Chartered Secretaries.
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