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

Application Process:

• Interview: Interviews will be held on-site
• Personal Statement: We ask all applicants to submit work history details and a personal statement, not exceeding 1200 words

Selection for interview will be based on the ‘essential’ requirements as listed below so please ensure that your application demonstrates in detail how you meet these requirements. Desirable criteria will only be used to differentiate between equally qualified top candidates during final scoring.

In the event of a high volume of applications we will conduct an initial sift based on the following 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.

Artificial Intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please visit the Civil Service Careers website where you can find further information on the use of AI in the application guidance section.

We are unable to offer sponsorship for this role.

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