Governance Administrator & Executive Assistant in Birmingham

Closing Date: Wednesday 22nd July 2026

Reports to: Governance & Regulations Manager

Salary: Scale 6, Points 26-28, £27,016 - £28,821 per annum, pro rata

Hours of work: Full Time (37.5 hours per week)

At St Basils, we are dedicated to safeguarding and promoting the welfare of children and young people. We expect our staff to create an environment and culture that promotes equality, diversity, and inclusion and advocate for anti-discriminatory practices and behaviours.

MAIN DUTIES

• Meeting Management: Support the collation and distribution of Board, Committee and Senior Leadership Team (SLT) meeting papers within the appropriate time scale. Assist with the production of Board, Committee and SLT meeting agendas with the relevant lead member of staff and appropriate Chair. Produce accurate minutes of all Board, Committee and SLT meetings in a timely fashion and agree the content and arising actions with the relevant senior staff and/or meeting Chair. Maintain a log of actions arising from Board, Committee and SLT meetings and support the monitoring of these actions. Support with other meeting minutes as required, for example Youth Advisory Board, Employee Council meetings or Manager’s meetings. Coordinate the annual schedule for Board, Committee and SLT meetings, and any other key organisational meetings as required. Set up both in-person and virtual Board, Committee and SLT meetings in accordance with the approved meeting schedule with group members and any required additional attendees in accordance with the meeting agenda.
• Board Governance: Assist with the co-ordination of annual board appraisals and subsequent board development through liaising with the Chair and Governance & Regulations Manager. Support the Governance & Regulations Manager with the co-ordination of board recruitment and induction processes. Administer the annual assessment of board skills and collate responses for analysis by the Chair and Governance & Data Manager. Monitor and support Board Member compliance with mandatory training requirements and maintain accurate training records. Lead the planning of the Board’s annual Away Day, covering all booking related matters and supporting members with their attendance. Assist in the administration and planning of the Board’s Active Learning programme (where Board members visit St Basils’ schemes). Support with the maintenance of the organisation's Declarations of Interest, Gifts and Hospitality and related governance registers. Plan the Annual General Meeting (AGM) and maintain the record of Company Members to ensure invites and papers are sent out in good time.
• Executive Support: Provide efficient and professional administrative support to the Executive Team, particularly the Chief Executive. Assist with diary coordination, meeting arrangements and associated administration where required. Prepare, format and distribute reports, presentations, correspondence and meeting documentation. Support the organisation of internal and external meetings, events and stakeholder engagements. Maintain confidentiality and exercise discretion when handling sensitive information.
• Other Duties: Support the Governance & Data Manager in maintaining compliance with Data Protection legislation, including administration of information governance processes and records. Update expenditure related contracts on St Basils’ Contract Register, and work with contract leads to ensure they are aware of upcoming expirations/notification requirements. Support the Company Secretary with the maintenance of governance registers and documents, for example those relating to insurance, risk procurement and fraud. Develop and maintain effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team and in accordance with the Data Retention requirements. Cover other roles in the Governance team as and when required, for example during times of absence.

QUALIFICATION

• Essential: Educated to A Level / level 3 (or equivalent qualification) or able to demonstrate equivalent knowledge and experience gained through employment.
• Desirable: Educated to degree level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience. Qualification in Business Administration, Governance, Management or a related discipline.

ROLE EXPERIENCE

• Essential: Minimum 2 years’ experience operating as senior administration/executive assistant. Experience in organising events. Minute taking for Board and Committee meetings – minimum 2 years’ experience. Meeting management for Boards and Executive colleagues, including diary management, producing draft agendas and collating and disseminating meeting papers.
• Desirable: Experience working in the social housing sector for a Regulated Provider. Experience working in a Charity or the Public Sector.

KNOWLEDGE

• Essential: Knowledge of, and commitment to, Equality, Diversity & Inclusion/Anti Discriminatory Practice. Understanding of the role and responsibilities of a Board Member in the context of a charity and housing association. Knowledge of the principles of good governance. Understanding of what makes good meeting management, including setting up and all relevant documentation/notifications.
• Desirable: Understanding of information governance requirements. Understanding of anti-racism principles. Experience and/or understanding of a charity’s/housing association’s decision-making processes. Understanding of the principles of a Code of Governance, particularly with reference to a Registered Provider. Appreciation of the skills requirements of a Board Member, and what a suitable induction programme would look like.