Committees Coordinator - Hybrid

Committee, Board, and Council Coordination

• Plan, schedule, and coordinate quarterly Board meetings, including agenda preparation, collating papers, issuing meeting packs, minute taking, and tracking completion of actions.
• Organise and support weekly Office Bearers lunchtime meetings, including agenda setting, drafting short-form minutes, and ensuring actions are progressed.
• Coordinate quarterly Council meetings, preparing agendas, minutes, actions, attendance lists, and follow up communications.
• Provide full administrative support to all CSEM Committees, liaising with Committee Chairs and leads to organise meetings, gather papers, prepare agendas, produce accurate minutes, and monitor actions.
• Maintain annual governance calendars (Board, Council, Committees), ensuring timely scheduling and alignment with College timelines.

Governance Administration & Compliance

• Manage and monitor attendance for all Committees, Council, and Board meetings; maintain accurate registers, term of office records, and membership databases.
• Coordinate and administer elections for Council, Board, or Committee positions, including nominations, candidate communications, and results administration.
• Work with staff and Committee Chairs to support the recruitment and appointment process for new members, including filling vacant roles.
• Ensure actions and recommendations are tracked, escalated, or cascaded appropriately between Committees, Council, and Board.
• Assist in preparing documentation for the Annual General Meeting (AGM) and provide administrative support during the event.
• Support senior staff with requirements relating to the Charity Commission, including coordinating information, maintaining compliance records, and assisting with governance submissions.
• Provide administrative and coordination support for any required changes to the College Byelaws, including preparing meeting papers, tracking approval processes, and maintaining updated documentation.
• Maintain a working understanding of the College Byelaws and governance framework to ensure committee processes align with regulatory and constitutional requirements.

Communication, Papers & Document Management

• Prepare meeting papers and agendas in collaboration with Chairs, Office Bearers, and senior staff.
• Upload and archive approved minutes, agendas, and papers in accordance with governance and data management procedures.
• Maintain clear and accurate filing systems, including confidential documents.
• Liaise with internal teams to ensure Committee decisions are actioned and communicated appropriately.

Operational & Administrative Support

• Support Committee Chairs, Office Bearers, and senior staff with queries, meeting preparation, action tracking, and follow up.
• Provide governance assistance for ad hoc working groups, project Committees, or task-and-finish groups.
• Support process improvements for governance workflows, templates, document systems, and communication processes.
• Provide occasional support for College events or formal functions where governance input is required.

Other Duties

• Work occasional evenings to support meetings as required.
• Undertake reasonable additional tasks to ensure the smooth functioning of CSEM governance and administration.