We are seeking a highly organised and detail-oriented Governance Assistant to join the team and provide essential administrative support across committees, Congregation, and University elections. This is a varied and responsible role at the heart of the University’s governance processes, offering exposure to senior decision-making structures and statutory procedures.
About the Role
The applicant will support the work of the team contributing to the smooth and effective operation of committees, Congregation membership and elections.
Key responsibilities will include:
Committee Support
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Providing administrative and clerical support for a number of committees, including Council
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Calling for papers, preparing and bundling agenda packs, producing PDFs and uploading documents to SharePoint
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Organising meetings and supporting associated administrative processes
Congregation Support
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Supporting the management of Congregation membership, including reviewing applications for accuracy and eligibility in line with University statutes and regulations
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Responding to queries about Congregation membership from individuals, faculties, colleges and administrative sections
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Inputting, maintaining and updating records on relevant systems
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Informing new members about publication of their name in the University Gazette
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Generating and maintaining lists of members for Gazette publication, meetings, elections and voting purposes
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Maintaining records of MAs offered and awarded by Resolution, arranging Gazette publication and related correspondence
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Supporting meetings of Congregation, including administration of in-person and electronic voting
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Publishing notices relating to Congregation business in the University Gazette
Elections
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Supporting the management of elections by Congregation to Council and other University committees and boards
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Monitoring a shared inbox and responding to queries accurately and promptly
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Advising candidates and nominators on processes and timelines, and liaising with relevant secretaries
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Processing nomination forms and interpreting legislation to confirm eligibility
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Preparing official notices for publication in the University Gazette and on the elections website
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Liaising with an external provider for contested electronic ballots
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Working with the Vice-Chancellor’s Office and Proctors’ Office to manage appointments to lapsed vacancies
Selection Criteria
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Excellent IT skills, including strong experience with SharePoint and Microsoft Office (Outlook, Word and Excel)
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Experience of using databases to maintain, analyse and manage information accurately
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Proven and demonstratable experience of writing and publishing web-based materials, with experience of content management systems