Association Director/Manager & Company Secretary in Ipswich

The Research Quality Association (RQA) is the professional membership body for quality professionals working in pharmaceutical and healthcare product research and development. Its members support the integrity of non-clinical and clinical research and of manufacturing and pharmacovigilance activities, working to the Good Practice regulations and guidelines (GLP, GCP, GMP, GPvP and related 'GxPs') that govern the discovery, development and manufacture of medicines.

Purpose of the role: The Association Director/Manager & Company Secretary leads the delivery of the Association's strategic objectives and is the single accountable officer for the operation of the office. The postholder ensures the Association is sustainable, effective and member-focused, and supports the Board, Committees, SIGs, Working Parties and volunteers. As Company Secretary, the postholder is the Association's principal governance officer, advising the Board on its legal, regulatory and constitutional responsibilities and ensuring compliance with the Articles of Association and applicable law.

Accountability: The postholder is accountable to the Board for all activities of the office and for the performance and conduct of its staff, whether delivered personally or through the team, exercised through proper systems of delegation, supervision and control. Delivery of individual tasks may be delegated to staff; Association accountability may not. All duties in this specification are held as Association accountabilities: where a duty is delivered by a member of staff, the postholder retains oversight and ultimate responsibility for the result. The postholder translates the Board's mission, vision and strategic plan into the office's operational objectives. Every member of the office holds objectives that are a distillation of the Association Director/Manager, creating a single line of sight from the Board's strategy, through the Association Director/Manager, to each individual objective. The postholder is responsible for setting, cascading, monitoring and reporting these objectives.

Key accountabilities:

• Strategic leadership: Lead the implementation and delivery of the Association's strategic plan. Drive business growth, organisational performance and long-term sustainability. Identify and develop services, membership, partnerships and income streams. Monitor performance against KPIs and report progress to the Board.
• Governance and company secretariat: Act as Company Secretary and principal governance adviser to the Association. Advise the Board on governance, constitutional and legal responsibilities, and on developments in corporate governance. Convene, agenda, minute and follow up Board meetings; convene general meetings including the AGM, ensuring correct procedure and member documentation. Ensure compliance with the Articles of Association, company law and regulatory requirements; keep the Articles current. Maintain statutory registers and records, including the register of directors and secretary and the PSC register; file confirmation statements and other returns with Companies House. Co-ordinate the publication and distribution of the annual report and accounts with internal and external advisers; administer correspondence at the registered office.
• Operational and office management: Own the day-to-day management and effective operation of the Association. Ensure high standards of service for members, volunteers, partners and stakeholders. Oversee office management: health & safety, landlord and insurance liaison, communication systems and controlled documents. Provide cover for the office team, undertake additional administrative tasks and other duties agreed with the Chair/Co-Chair of the Board.
• People and HR: Line manage the Association's staff: Objective-setting, appraisal, training and development, attendance and holidays. Oversee recruitment, contracts, terms and conditions, payroll, pensions and insurances. Oversee the Staff Handbook and maintain current awareness of HR and employment law, implementing developments as required. Foster a positive, collaborative culture across the office and the wider Association.
• Finance and sustainability: Oversee budgeting, forecasting, reporting and performance monitoring. Ensure management and statutory accounts are prepared and records maintained appropriately. Oversee financial operations: receipt of funds, payment of bills, vouching against bank statements, invoicing and credit control. Support income generation; monitor organisational risk and support effective risk management.
• Membership: Oversee membership administration, databases and records. Oversee membership satisfaction surveys; review and report results to the Board. Work with the Board and office staff to review and revise the membership fee structure.
• Education, training and conferences: Oversee all education activities: resourcing, finance, quality and programme management. Oversee the Professional Development Programme, in-house courses, seminars, regional fora and the Online Learning programme. Oversee conference and events activity.
• Marketing, publications and communications: Oversee all marketing and promotion of the Association, including of its educational activities. Oversee publications: Quasar, website, booklets, digital and social channels. Explore and exploit opportunities for RQA exposure in external journals and media.
• Intellectual property, data and knowledge: Ensure the Association's intellectual property is protected, and corporate knowledge is managed effectively. Ensure ICO registration and UK GDPR compliance and maintain appropriate data protection documentation.
• Act as a key representative of the Association with members, partners, government, and national and international bodies. Promote the Association's vision, values and objectives; build relationships that enhance its reputation and influence.

Person specification: The Board recognises that no single candidate is likely to bring every element of this job specification. The Association is committed to appointing the right person: where development areas exist, the appointee will be supported to acquire them through mentoring, training and professional advisers (including external company secretarial and accountancy support). Experience of the not-for-profit sector is not required — candidates from commercial pharmaceutical, biotech, CRO and consulting environments are also equally welcome to apply for this position.

Essential knowledge: Sound working knowledge of corporate governance and how a well-run company operates (budgets, HR, planning, accountability); detailed company secretarial practice, including Companies Act 2006 duties for companies limited by guarantee, may be developed in role with professional support. Financial management and organisational sustainability. HR and employment law fundamentals.

Essential skills: Strong leadership and people management — able to set direction, support and manage the office staff and build a positive, collaborative culture across the Association. Strong organisational and project management. Outstanding written and verbal communication. Ability to build positive relationships with volunteers, members and stakeholders. Sound judgement and clear governance advice. Managing multiple priorities while maintaining attention to detail.

Personal attributes: Collaborative and approachable. High integrity and discretion. A quality mindset — committed to excellent governance, doing things through proper process, and continuous improvement. Works for the organisation and its members, within the strategic direction set by the Board.

An understanding of Research Quality Assurance and of how QA professionals work — current industry expectations relating to Quality Assurance requirements under Good Laboratory Practice, Good Clinical Practice, Good Manufacturing Practice and the other GxPs that govern pharmaceutical R&D. The Board places significant value on a genuine quality mindset and an appreciation of what matters to the membership. Experience of a membership organisation, charity, professional body or not-for-profit. Governance qualification (e.g. CGI/ICSA) or formal company secretarial experience. Experience of income diversification, partnerships or commercial development.

Key relationships: Board of Directors, Committees, Working Parties, Special Interest Groups (SIGs), Staff, Members, Volunteers and supporters, External partners and stakeholders.

Terms and conditions:

• Location: flexible within reason. Hybrid working with a regular presence at the Ipswich, Suffolk office (typically around one to two days per week), and a fuller on-site presence during the initial induction and familiarisation period. Exact arrangements to be agreed in the contract.
• Hours: full-time, 37 hours per week.
• Remuneration: competitive salary and benefits package. Annual bonus, subject to performance. Contributory pension scheme.

Any questions should be sent to chair@therqa.com.