Job Profile

Core job information
Job Title / Assistant Registrar (Council and Governance)
Department / ARCS / Section / Council Secretariat
Career Family / Professional Services / Grade / 6
Working hours per week / 35 / Appointment period / Fixed term
Reports to (job title) / Academic Registrar and Council Secretary / Current location / Mile End
Job purpose (Why does the job exist? What is it there to achieve or deliver?)
The Assistant Registrar (Council and Governance) manages the Council Secretariat, a specialised unit within the Academic Registry and Council Secretariat (ARCS) responsible for the co-ordination of all aspects of QMUL’scorporate governance framework. The Council and its sub-committees are of the highest strategic importance to QMUL and the role holder is pivotal in developing, supporting and maintaining a high-quality secretariat service encompassingall matters relating to corporate governance.
The post-holder is responsible for overseeing the annual corporate governance cycle, including the formulation of the annual schedule of Council business and that of its sub-committees (Audit and Risk Committee, Finance and Investment Committee, Governance Committee, and Honorary Degrees and Fellowships Committee).The post-holder is responsible for the development of processes and practices to support effective governance, including provision of training, induction and development opportunities for Council members and the direction of an annual residential conference.
The post holder line-manages a small, specialised team with an institution-wide remit: the Governance Administrator and the College’s Records and Information Compliance Manager. In management of the latter, the Assistant Registrar (Council and Governance) has management oversight of Data Protection, Freedom of Information and Records Management policy and processes across QMUL.
Knowledge, Skills & Experience(work experience, qualifications, specialist training, key skills, disposition)
Requirements / Essential/Desirable
Qualifications / An undergraduate degree.
A postgraduate degree or equivalent professional qualification. / E
D
Experience / Significant proven experience in a corporate policy, governance or secretariat function.
Experience of committee and agenda management.
Asound understanding of higher education issues.
Excellent written and oral communication skills.
Experience of project management and delivery to deadlines.
Excellent interpersonal skills and experience of gaining the confidence and trust of senior staff and external individuals from a wide range of backgrounds.
Experience of team management and leadership. / E
E
E
E
E
E
E
Knowledge, skills and abilities / Knowledge of regulatory frameworks in higher education, in particular the role of HEFCE.
An understanding of developments and good practice in corporate governance.
An understanding of Data Protection, Freedom of Information and Charity legislation.
Experience of managing teams to provide a high standard of general administrative and specialist support.
Experience ofdealing with complex situations, interpreting governance policies and regulations to advise senior staff and external members of Council.
The ability to meet non-negotiable deadlines with respect to the work of Council and its committees.
Knowledge of equality and diversity issues and theimplications for corporate governance. / E
E
E
E
E
E
E
Attitude and disposition / Enthusiasm and a pleasant manner, combined withan ability to work under pressure.
Ability to operate with tact and discretion.
High regard for how corporate governance processessupport the strategic mission and direction of theCollege. / E
E
E
Other circumstances / Health commensurate with the demands of the role.
Ability to maintain confidentiality and handle papers of a confidential nature. / E
E
Freedom to Act & Decision Making (depth of control, supervision received, use of judgement & initiative, analytical ability)
Main Duties and Responsibilities of the Role
Management and Staffing
  1. Responsiblefor the management of all aspects of the work of the Council Secretariat.
  2. Line-managesthe Governance Administrator and the Records and Information Compliance Manager.
  3. Responsible for all staffing matters relating to the Council Secretariat team.
  4. A member of the ARCS Senior Team, deputising for the Academic Registrar and Council Secretary as required.
Committee Management
  1. Secretary to QMUL’s Finance and Investment Committee and Audit and Risk Committee, and Assistant Secretary to Council. The latter involves the co-ordination of the agenda and papers for Council, and the preparation and circulation of minutes.
  2. Attends the Governance and Honorary Degrees and Fellowships Committees, and oversees the work of the Governance Administrator who is secretary to these committees.
  3. Co-ordinates and publishes the annual schedule of meetings of Council and its committees, taking account of internal and external events and other dependent activities.
  4. Responsible for all aspects of Council committee planning, constitutional management and provision of advice to the chair and members.
  5. Prepares and attends briefings with the chairs of Council and its committees.
  6. Drafts the Annual Report of Audit and Risk Committee for submission to HEFCE.
Corporate Governance
  1. Providesspecialist advice to other members of QMUL on governance and regulatory matters.
  2. Maintains the College Charter andOrdinances.
  3. Ensures that the requirements of QMUL’sregulatory framework are understood and enacted, and acts as an authoritative point of contact in relation to it.
  4. Maintainsthe official record of the decisions of Council and its committees.
  5. Oversees the processes for the use of the Common Seal of the College.
  6. Organises elections for staff members to Council.
  7. Organises induction and development opportunities for Council members.
  8. Carries out reviews of the effectiveness of Council and its committees.
  9. Co-ordinates the processes for the nomination and award of honorary degrees and fellowships.
  10. Maintains the repository of College policies on the QMUL website.
  11. Oversees the maintenance of the Council Secretariat web-pages.
  12. Liaises with the Students’ Union on corporate governance matters.

Working Environment (knowledge of special working practices, breadth of management skill required, customer impact, responsibility, efficiency)
The Council Secretariat is located on the Mile End campus of QMUL. Meetings may be held at other locations in Central London, such as at the offices of external members of Council.
The post holder is required to communicate regularly with senior QMUL staff and external members of Council, who are drawn from a range of business, industry and third sector contexts.
The post holder is required to attend meetings and formal events in evenings on several occasions each year. Council meetings typically finish around 8pm and committee meetings around 7pm. Briefing meetings with senior QMUL staff and external members of Council may occasionally take place between the hours of 8.30am and 6.30pm. The annual residential conference involves an overnight stay outside Central London, and may occur over a weekend.
Freedom to Act & Decision Making (depth of control, supervision received, use of judgement & initiative, analytical ability)
The Assistant Registrar (Council and Governance) is responsible for independent decision-making in relation to all aspects of the management of the Council Secretariat and corporate governance cycle. The post-holder’s decision making is informed by extensive knowledge and experience of internal policy and external regulatory requirements. The post-holder will have sufficient understanding to know when it is appropriate to seek advice in decision-making.
Communication & Networking (liaison with others, type and level of communications)
The role holder communicates with the following core constituency groups:
WHO / WHEN / WHY
President and Principal / Frequently / Matters relating to Council, its committees and relations with the executive
Queen Mary Senior Executive and other Senior Officers / Frequently / Matters relating to Council, its committees and relations with the executive; agenda management; briefing meetings; follow-up on actions;preparations of papers
Chairman of Council / Frequently / Matters relating to Council, its committees and relations with the executive;agenda management; membership of Council and its committees; residential conference; diary management
Council Members / Frequently / Council and committee meetings; induction and development opportunities; residential conference; HR Panels; use of the Common Seal
Other QMUL Staff / Frequently / College policies; records of committee decisions;preparation of papers
External bodies / As required –networking and representing the College at external events / HEFCE;Committee of University Chairs;Leadership Foundation for Higher Education
Finance/Resource Management(budgeting, forecasting)
Delegated responsibility for the Council Secretariat budget, including the residential conference and Council member training and development opportunities.
People Management(supervisory responsibility, human relations skills)
The post holder line-manages a small, specialised team with an institution-wide remit: the Governance Administrator and the College’s Records and Information Compliance Manager. In management of the latter, the Assistant Registrar (Council and Governance) has management oversight of Data Protection, Freedom of Information and Records Management policy and processes across QMUL.
This job description sets out the duties of the post at the time it was drawn up. Such duties may vary from time to time without changing the general character of the duties or level of responsibility entailed. Such variations are a common occurrence and cannot of themselves justify a reconsideration of the grading of the post.
Organisation Chart