Recruitment Pack


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Head of Governance Support Recruitment Pack November 2017

Recruitment Pack Head of Governance Support

November 2017 Dear Prospective Candidate Re: Head of Governance Support Thank you for your interest in the position of Head of Governance Support at Kent Union. We are a successful, vibrant and exciting organisation with a bright future ahead of us. We have achieved a great deal in the last few years, more than doubling in size to our current £11million turnover, 500 employees and 2,500 + volunteers. We were re-accredited with Investor in People Gold status in December 2014, and were accredited with Leaders in Diversity in 2013; we were the first student’s union in the UK to achieve Investing in Volunteers status and we have been included in the Sunday Times 100 Best Not-For-Profit Organisations to Work For, for 8 years, placed 24th for 2017. The Governance Support Department is fundamental to Kent Union; following a governance review in 2015 our members and trustees have enjoyed increased provision and transparency of activities all with the outstanding service provided by the Governance Support Department. Trustees are offered in-house development, to further strengthen the induction training provided. Mentors are allocated to new sabbatical officer trustees, sharing experiences including the introduction of buddy groups. Exit interviews take place for all trustees, which has allowed us to identify further areas of continuous development. The membership benefits from high levels of visibility with information readily available on the Kent Union website, identifying to the membership those governing the organisation as well as an organisational model showing how the governance democracy and operation strands of Kent Union work together, highlighting to the membership how they can be more involved with their Union. Good communication and accountability supplied by the Governance Support Department is paramount to relaying the good governance message of Kent Union. Non-reserved minutes from the Board and its Committees are made available on its website, holding Kent Union and its trustees accountable for the decisions and actions to the membership. As Head of Governance and Support you will be responsible for ensuring the smooth and effective running of Kent Union’s governance and decision making processes. This is a key role within Kent Union’s support function, with responsibility for leading on critical aspects of the organisation’s operations. This is especially the case given the recent changes that have come into effect as a result of a comprehensive governance review in 2015. You will be responsible for directing the people, business processes and systems needed to enable excellent governance in support of the Board of trustees. You will also be the department’s main link with University, coordinating our students’ group external speakers ensuring they are acceptable candidates. As well as monitoring Kent Union’s compliance with current regulatory authorities and assessing new legislation. The successful candidate will have up to date knowledge of Governance and a track record in managing and organising Boards and a demonstrable passion for supporting students to change the world. I hope that you will consider applying and take up the chance to work with inspiring student leaders in a dynamic and vibrant organisation.

Recruitment Pack Head of Governance Support

This pack should provide everything you need to support your application. It contains:      

Job description Person specification Copy of full advert Summary conditions of appointment Summary governance and management arrangements Application and selection process and timetable

If you require further information about the role please contact Dennis Summers 01227 824636. Yours faithfully

Dennis Summers Chief Operating Officer

Recruitment Pack Head of Governance Support

Job Description – Head of Governace Support Department: Governance Support Reports to: Chief Operating Officer Role Purpose: The post holder will coordinate and manage Kent Union’s governance arrangements ensuring the effective operation of Kent Union’s main Board and Committees as well as other Boards, ensuring compliance with Kent Union’s democratic constitution, charity legislation and the requirements of the organisation’s regulators. Duties and Responsibilities Financial Responsibilities: 1. To oversee and manage the budgets for the Governance Department ensuring that Kent Union’s financial procedures are adhered to. 2. To maintain financial controls and ensure the Finance Department receives all relevant financial information promptly. Responsibility for People: 1. To support the Chief Operating Officer in ensuring Kent Union is an outstanding employer. 2. To encourage open feedback and debate from staff members and trustees and act on it to improve performance. 3. Manage recruitment of student-selected trustees – advertising the vacancy, shortlisting candidates, arranging and attending interviews, assisting with selection. 4. Arranging inductions for new trustees/committee members/stakeholders. 5. To ensure that Kent Union’s procedures on the employment and ongoing management of Tier 4 Student Staff is adhered to at all times. Responsibility for Governance: 1. Act as Secretary to the Main Board and its Committees including the Finance and Risk Committee, Appointments and Governance Committee, HR Committee, Campaigns and Policy Committee, Remuneration Committee. Secretary to other Boards within the Kent Union group and partnerships of companies. 2. Responsible for ensuring appropriate meeting preparation and arrangements, agenda setting, Board reporting, the drafting, circulation and publication of minutes of meetings and ensuring actions are recorded and followed up accordingly. 3. Liaising with the Chair and Board members and being the first point of contact on Board business. 4. Ensuring the effective preparation, planning and conduct of Directorate meetings, and producing the agenda, papers and minutes for these meetings 5. Ensuring statutory compliance including filings with Companies House and the Charity Commission.

Recruitment Pack Head of Governance Support

6. Ensuring that Board decisions are made and implemented in accordance with the Constitution, the Board’s Code of Best Practice and Kent Union’s operational procedure. 7. Working closely with the Chief Operating Officer to maintain currency of format, content and drafting of Kent Union’s annual Report of the Trustees and Financial Statements and its publication. Contributing to Kent Union’s Annual Review. 8. Ensuring Board membership is maintained and managing the appointment of new trustees and their induction; training; the re-appointment and retirement of Board members in accordance with the Constitution and liaising with external partners with appointing rights to the Board as appropriate. 9. Working with the Chief Operating Officer on the planning, delivery and approval of the Governance Departments annual operational plan. 10. Undertake administration and reporting for annual Board effectiveness review. 11. Responsibility for all student groups’ external speaker requests for both Canterbury and Medway campuses: researching speaker, liaising closely the University authorities. 12. Monitoring Kent Union’s compliance with; NUS Code of Good Governance; Education Act 1994 and the Charity Commission Code of Governance. 13. Screening and coordinating Governance information for website. 14. Maintain list of Kent Union’s policies and procedures and remind lead of review dates. 15. To liaise with University staff and stakeholders on governance matters, endeavouring to develop constructive, mutually beneficial and strategic relationships.

Expected Behaviours 1. To attend training sessions, and appropriate meetings as and when required. 2. To contribute to the positive image of Kent Union with students, University and the local community. 3. To lead by example and demonstrate a full understanding of the organisation’s democratic structures. 4. To ensure systems are in place to reduce Kent Unions’ impact on the environment. 5. Take part in meetings as a team member and actively share experience, knowledge and solutions with colleagues. 6. To act as an ambassador for Kent Union and show loyalty to the organisation, abiding by the Union’s Constitution, policies and procedures at all times. 7. To undertake other tasks and responsibilities compatible with the level and nature of the post as required by your manager from time to time to support the achievement of Kent Union’s Plan.

Summary of terms

  

This is a full time, permanent position Hours of work – 35 hours per week Starting salary £31,273 Normal place of work – Canterbury

Recruitment Pack Head of Governance Support

This job description does not form part of the contract of employment.

Person Specification Essential requirements should be demonstrated before appointment and maintained in post. Desirable elements should be developed and maintained once in post as needed Qualifications Essential Desirable Tested at Tested at Interview application Educated to degree level or equivalent X X Appropriate training qualification X X Experience Experience of supervising individuals (paid staff or volunteers) Experience of supporting and advising Board and senior committees, with governance experience preferably gained within a not-for-profit environment Experience of working in an democratic environment Experience in working with IT systems A track record in digesting large and complex pieces of information and transforming it into easily accessible language for others Experience of building constructive working relationships in a political, democratic or membership-led environment Experience of managing a budget and resources Experience of successfully addressing, managing and implementing change Knowledge

X X

X X

X

X X

X X X

X X

X

X

X

X X

X X

X

X X

A thorough understanding of the current issues affecting higher education institutions and students Comprehensive knowledge of best practice and effective governance in not-for-profit organisations A good knowledge of health and safety legislation and best practice Skills and Abilities

X

X

X

X

X

X

Ability to operate effectively in a complex environment, with the political skills and acumen to develop productive relationships with a range of people Writing excellent minutes for publication with the ability to convey complex information with clarity Excellent communication skills, with the ability to relate to and communicate effectively with people at all levels

X

X

X

X

X

X

X

X

X

X

X

Recruitment Pack Head of Governance Support

Ability to work with minimal supervision to high quality standards, to prioritise challenging workload and to meet deadlines under pressure Values & Behaviors

X

X

X

Evidence of a personal commitment to continuing professional development A commitment to equality of opportunity; someone who builds a culture of inclusivity and removes barriers to diversity A team player, who helps others build a successful team, celebrates others’ success and supports others to achieve individual and team goals A strong commitment to working in a democratic and membership organisation, with the ability to empower and build constructive relationships with elected officers

X

X

X

X

X

X

X

X

X

Recruitment Pack Head of Governance Support

Head of Governance Support Annual salary £31,273 37 days annual leave rising to 42 after 5 years Generous pension and benefits Kent Union is a successful, vibrant and exciting organisation with a bright future ahead of us. We have achieved a great deal in the last few years, more than doubling in size to our current £11million turnover, 500 employees and 2,500 volunteers. We were re-accredited with Investor in People Gold status in December 2014, and were accredited with Leaders in Diversity in 2013; we were the first student’s union in the UK to achieve Investing in Volunteers status and we have been included in the Sunday Times 100 Best Not-For-Profit Organisations to Work For, for 8 years, placed 24th for 2017. The Governance Support Department is fundamental to Kent Union; following a governance review in 2015 our members and trustees have enjoyed increased provision and transparency of activities all with the outstanding service provided by the Governance Support Department. Trustees are offered in-house development, to further strengthen the induction training provided. Mentors are allocated to new sabbatical officer trustees, sharing experiences including the introduction of buddy groups. Exit interviews take place for all trustees, which has allowed us to identify further areas of continuous development. The membership benefits from high levels of visibility with information readily available on the Kent Union website, identifying to the membership those governing the organisation as well as an organisational model showing how the governance democracy and operation strands of Kent Union work together, highlighting to the membership how they can be more involved with their Union. Good communication and accountability supplied by the Governance Support Department is paramount to relaying the good governance message of Kent Union. Non-reserved minutes from the Board and its Committees are made available on its website, holding Kent Union and its trustees accountable for the decisions and actions to the membership. As Head of Governance and Support you will be responsible for ensuring the smooth and effective running of Kent Union’s governance and decision making processes. This is a key role within Kent Union’s support function, with responsibility for leading on critical aspects of the organisation’s operations. This is especially the case given the recent changes that have come into effect as a result of a comprehensive governance review in 2015. You will be responsible for directing the people, business processes and systems needed to enable excellent governance in support of the Board of trustees. You will also be the department’s main link with University, coordinating our students’ group external speakers ensuring they are acceptable candidates. As well as monitoring Kent Union’s compliance with current regulatory authorities and assessing new legislation. The successful candidate will have up to date knowledge of Governance and a track record in managing and organising Boards and a demonstrable passion for supporting students to change the world. I hope that you will consider applying and take up the chance to work with inspiring student leaders in a dynamic and vibrant organisation. For an informal conversation about this opportunity, please contact Dennis Summers on 01227 824636. For an application pack, please visit http://www.kentunion.co.uk/careers/ Closing date for applications: Sunday 26 November 2017 Interview: 6 December 2017

Recruitment Pack Head of Governance Support

Summary Conditions of Appointment Salary The post is at Grade 9.1 of Kent Union’s pay scale with a salary of £31,273 per annum. Staff normally move up one incremental point annually, subject to performance. Probationary arrangements This post is subject to a 6-month probationary period, with 1, 3 and 6-month reviews. Notice Period The notice period for this position is two-months. Annual Leave Entitlement The post-holder is entitled to 23 days’ leave, increasing by 1 day a year to a maximum of 28 days; 6 ‘customary’ days’ leave, normally taken over Christmas; and the 8 statutory leave days for England. Total entitlement is therefore 37 days in year 1, rising to 42 days after 5 years. Pension The post-holder is entitled to join the Superannuation Arrangements of the University of London (SAUL), CARE pension scheme with salary sacrifice, in which Kent Union contributes 16% and employees contribute 6% of salary. Alternatively, the post-holder can join a personal pension scheme through Scottish Equitable, in which Kent Union contributes 6% and employees contribute 3% of salary. Hours of Work The contracted hours are 35 hours per week, some occasional weekend and evening work is required across the year. Additional hours where necessary Work-Life Balance Kent Union is committed to facilitating a healthy work-life balance and has cutting edge flexible working policies, including extensive maternity, paternity and grandparent leave; generous adoption and parental leave entitlement; facilities for sabbatical leave; the option to work from home on occasion and time off for volunteering.

Equality of Opportunity Kent Union is committed to the principles of equality of opportunity and will endeavour to meet the needs of any candidate who fulfils the requirements of the person specification.

Recruitment Pack Head of Governance Support

Summary Governance and Management Arrangements Why we’re here - our mission We are a charity that supports students at the University of Kent; we:   

Stand up for students Help them have the best time at Kent Prepare them for life after Kent

Why we do it - our beliefs We believe every student at the University of Kent should have the opportunity to try out new experiences, have fun, make new friends and be part of a community; we believe every student should have the opportunity to fulfil their potential in life, have a voice in society and make a difference. We believe that Kent Union is integral to empowering students to realise this belief. Where we’re going - our vision Our Vision is for students at Kent to have one of the best student experiences on the planet, to be the best students’ union in Europe and to be a world class employer in the Not-for-Profit Sector; we know this is ambitious, but our strategic plan, our culture, our values and our mission will help us achieve our vision. How we’re perceived - our values   

Bold – we are brave and courageous; we stand up for students’ rights; we are innovative and we challenge the status quo Inclusive - we welcome all people and appreciate their uniqueness; we are champions of equality and diversity Supportive – we look out for people; we want students to succeed in life so we offer transformative experiences for them to get involved in; we ensure our staff have a healthy work-life balance

Legal Status Kent Union is an unincorporated association and a registered charity. The Union has a Board of Trustees, which is legally responsible for all aspects of the organisation. Democratic Structures Kent Union is a membership organisation; all students at the University of Kent are automatically members of Kent Union. The membership provide strategic and political direction through the Union’s democratic structures, including petition and feedback mechanisms, all student votes, referenda, the Annual General Meeting, a Campaigns Forum, Executive Committee and seven elected Trustees.

Recruitment Pack Head of Governance Support

The Trustees The Trustees of Kent Union are the five ‘sabbatical officers’, four ‘external’ trustees and four ‘student’ trustees. The sabbatical officers and two of the student trustees are elected each year by and from the student membership of Kent Union. The sabbatical officers take a year out of their studies (or immediately after graduating) to serve as a trustee; they can stand for re-election for a second year if they choose, but can serve for no more than two years. Unlike the trustees of most registered charities, the sabbatical officers are paid a living allowance and work a normal working week. The four student trustees have all the responsibilities of being a trustee, but are still studying and fulfil their duties on a ‘part-time’ and voluntary basis. Two of the four student trustees are elected by crosscampus ballot and take office on 1st July each year; the other two student trustees are selected via a recruitment process in the October of each year. Staff and Management Structure Kent Union employs approximately 500 staff to provide services for its members. Staff are of two types – approximately 360 student staff, who work whilst completing their studies at the University of Kent; and approximately 140 career staff – professionals who have made working at Kent Union part of their career. The Board of Trustees oversees the work of staff through the Chief Executive and Director Group, who in turn manage staff through the 15 senior managers, each of whom is responsible for one of the Union’s Departments or a strategic function. Application and Selection Process and Timetable Recruitment and Selection Timetable 2 November

Advertise position

26 November

Applications close

27 November

Shortlisting

6 December

Interviews

Applications To apply please download and complete an application form from our recruitment website http://www.kentunion.co.uk/careers and email it, along with the Equal Opportunities Monitoring form to [email protected]; please ensure that you pay particular attention in your application to detailing how you meet the requirements of the person specification. The Equal Opportunities Monitoring Form will be separated from applications prior to short-listing. Completed applications must be received by 26 November 2017 Website Kent Union’s website contains further background information about Kent Union to help potential applicants. Potential applicants are encouraged to look at the website prior to applying; the website address is www.kentunion.co.uk

Recruitment Pack Head of Governance Support Further Information and Questions For an informal conversation, further information or any questions about this opportunity, please contact Dennis Summers, Chief Operating Officer on 01227 824636.