Governance Manager - Secretary to The National Archives’ Board and the Advisory Council in Richmond

Job Overview

Salary: £45,000 - £51,255 per annum

Contract type: fixed-term maternity cover contract for 6 months with possibility of extension

Band: F / SEO

Closing date: Tuesday 15th September at midnight

Based within the Chief Executive’s Office, the Governance Manager - Secretary to The National Archives Board and the Advisory Council on National Records and Archives (‘the Secretary’) provides dedicated lead professional secretariat support to The National Archives Board and to the independent Advisory Council on National Records and Archives (ACNRA), and its subcommittees, The Forum on Historical Manuscripts and Academic Research and provide support with The Manorial and Tithe Documents Panel. More broadly, the Secretary delivers a range of activities to support The National Archives’ corporate governance function and the Keeper’s statutory responsibilities.

The National Archives’ Board (the Board) is the key strategic advisory body of The National Archives. and is responsible for ensuring that the leadership of The National Archives sets the strategic direction and makes strategic choices; provides leadership in the delivery of statutory, corporate and business responsibilities; makes key investment, procurement and project decisions that withstand scrutiny; identifies and manages risks effectively; encourages improvements in performance across the organisation; and takes corporate responsibility for its decisions and their implementation.

The Advisory Council is chaired by the Master of the Rolls and is an advisory non-departmental public body reporting to the Secretary of State for the Department of Culture, Media and Sport (DCMS). The Council advises the Secretary of State for DCMS on issues relating to access to public records and represents the public interest concerning records that are due to be transferred to The National Archives open or closed. The Forum on Historical Manuscripts and Academic Research, also chaired by the Master of the Rolls, is a subcommittee of the Advisory Council, with a remit relating to independently held archives, the wider archives sector and academic research issues. The Manorial and Tithe Documents Panel advises the Master of the Rolls and the Historical Manuscripts Commissioner (who is also the CEO of The National Archives) on matters relating to manorial and tithe documents, for which the Master of the Rolls has responsibilities.

The Governance Manager - Secretary will work alongside the Governance Manager – Annual Reporting, Transparency and Assurance, to ensure that the Board and its subcommittees receive high-quality and coordinated support, and with the Head of Chief Executive’s Office to ensure that The National Archives’ corporate governance continues to meet the standards set by Government.

This is a full time post. However, requests for part-time working, flexible working and job share will be considered, taking into account at all times the operational needs of the Department. A combination of onsite and home working is available and applicants should be able to regularly travel to our Kew site for a minimum of 60% of their work time.

Job Description

Role and Responsibilities

The National Archives Board:

• Provide expert secretariat support for The National Archives Board, including preparation of agendas in consultation with the Chair, preparing and commissioning briefings and meeting papers and maintaining the corporate record through accurate minute taking.

• Take responsibility for the scheduling, organisation and delivery of the corporate calendar.

• Provide expert advice to directors and senior leaders on the timing, scope and information required for their interactions with the Board.

• Act as principal liaison with The National Archives’ Non-Executive Board Members, working with relevant stakeholders to ensure that the skills mix of Non-executive Board Members reflects the business needs of the organisation.

• Liaise with the secretary to the Board’s subcommittees and the Executive Team on appropriate reporting and accountability to the Board, including advising on governance and membership matters and to provide additional secretariat support to these committees where needed.

• Support the Chair with the annual Board effectiveness review process.

• Work with the Head of Chief Executive’s Office on the preparation of the forward agenda for the Board, including strategy and development sessions.

The Advisory Council and Forum:

• On behalf of the Chair (the Master of the Rolls), manage the Advisory Council’s relationships with the DCMS, The National Archives and other government departments and act as the main point of contact for members of the Advisory Council.

• Based on a thorough understanding of the work of the Advisory Council and its previous decisions, provide advice to members and officials on their approach to key issues, particularly relating to Freedom of Information and access to information.

• Provide expert advice to senior government officials on the timing, scope and information required for their interactions with the Council and Forum.

• Provide expert secretariat support for both the Advisory Council and the Forum, including coordinating meetings, setting agendas in consultation with the Chair (the Master of the Rolls), preparing detailed written and oral briefings for the Chair and the Chief Executive and Keeper, keeping minutes and preparing relevant briefings and papers for members.

• Prepare ministerial submissions and briefing papers relating to the work of the Advisory Council and the Forum, liaising with the Master of the Rolls’ Private Office and Ministerial Private Offices as required.

• Lead on communications relating to the work of the Advisory Council and Forum, including the Annual Report for the Advisory Council and as owner of the Advisory Council and Forum pages on nationalarchives.gov.uk

• Coordinate responses to media and public enquiries, including enquiries under statutory information access regimes, about the work of the Advisory Council and Forum, liaising as necessary with the Master of the Rolls’ Private Office (particularly on enquiries sent directly to the Master of the Rolls), members of the Council and Forum, senior officials at The National Archives and The National Archives’ Media team.

• Monitor relevant developments in archive policy, information policy and Freedom of Information and disseminate updates to Advisory Council and Forum members as appropriate.

• Work with The National Archives’ Freedom of Information Centre to schedule panels of Advisory Council members who consider the public interest test.

• Coordinate and support the performance appraisal process for Advisory Council and Forum members.

• Liaise with the secretary of the Manorial & Tithe Documents Panel on appropriate reporting and accountability to the Forum, including advising on governance and membership matters.

• Maintain the corporate records of the Advisory Council and Forum and manage the annual process for transferring their records to The National Archives as per the requirements set out in the Public Records Act and Freedom of Information Act.

Wider corporate governance:

• Line manages the Band E Governance Coordinator

• Deliver good corporate governance in line with best-practice and support the meetings of other key advisory or decision-making bodies, as required.

• Provide administrative support for the DCMS-led public bodies review of The National Archives, including building relationships with DCMS officials, collating data internally and presenting it in a helpful manner to agreed deadlines.

• Liaise with DCMS on the coordination and management of recruitment and reappointment of Board, Advisory Council and Forum members, adhering to Public Appointments rules and codes of practice.

• Ensure the efficient processing of expenses/remuneration for The National Archives’ non-executive board members and members of the Advisory Council and Forum.

• Contribute, as required, to the work of the wider Chief Executive’s Office.

• Assist in the production of the Annual Report and Statement of Accounts where appropriate.

Working Conditions

• Normal office environment

• Display Screen Equipment user

Person Specification

Essential criteria:

• Significant experience of working in a corporate governance or secretariat role, with excellent organisational skills and a proven ability to manage senior-level committee meetings and associated business.

• Substantial experience in, or a demonstrably strong understanding of issues relating to Freedom of Information and access to information.

• Sound judgement, based on an expert understanding of the role and responsibilities of the Advisory Council and/or a strong understanding of the role played in Government by similar advisory bodies.

• Substantial experience of forming strong and effective working relationships with internal and external senior stakeholders and using initiative to solve problems and broker solutions.

• Strong engagement, influencing and negotiation skills, gained through significant interaction with senior-level internal and external audiences.

• Demonstrate a high level of integrity, coupled with strong Political awareness and a proven ability to deal with sensitive material.

• Excellent written skills, including the ability to present complex information concisely and with good attention to detail.

Desirable criteria:

• Knowledge and understanding of The National Archives’ governance structures and external relationships

• Knowledge and understanding of the Advisory Council’s governance structures and relationship with The National Archives and DCMS.

• Policy research and report writing experience

• Line management experience

• A relevant professional qualification

Other Requirements

• A combination of onsite and home working is available and applicants should be able to regularly travel to our Kew site.

• Must be prepared to travel to other Government departments as required.

The Civil Service is committed to attract, retain and invest in talent wherever it is
found. To learn more please see the Civil Service People Plan and the Civil Service
D&I Strategy.

Benefits

Generous benefits package, including pension, sports and social club facilities, onsite gym, discounted rates at our on-site cafe and opportunities for training and development. Annual leave entitlement of 22 days per calendar year (rising to 25 after the first year, and incrementally to 30 days after six years) and 10½ days public and privilege holidays per annum.

Any move to The National Archives from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk/ (opens in new window)

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