Business and administration

Governance officer

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Governance officers provide administrative and operational support.

Summary

This occupation is found in small, medium, and large organisations within the public, private or third sectors. Governance officers are found in all sectors such as government, retail, food and drink, education, charities, and professional services and work in varied environments including in an office or remotely.

The broad purpose of the occupation is to provide and manage an organisation’s governance and governance operations-related services. These include reviewing and maintaining legal and compliance documents; filing returns with regulators (e.g., Companies House); and providing advice on internal and external governance requirements.

This is a technical and specialist role which interacts with senior levels within an organisation to ensure compliance with legal and regulatory requirements, which may include responses to climate change or other sustainability commitments. In addition, they manage the meetings of the governing decision-making body (e.g., board of directors, trustees, or governors; committees of the governing decision-making body), and the information flow to and from them.

The role, and the governance function in general, is concerned with structure and processes for decision making, accountability, control, and behaviour at the top of an organisation. Governance influences how an organisation’s objectives are set and achieved, how risk is managed and how performance is optimised. Governance is a system and process, not a single activity and successful implementation of a good governance strategy therefore requires a systematic approach that incorporates strategic planning, risk management and performance management.

A governance officer is a core member of a critical function within every successful organisation – the governance function. A governance officer supports the governing decision-making body to run the organisation effectively within its governance framework. The role is typically found in the governance or secretariat division of an organisation. The duties and responsibilities of the role sit alongside those of the governing decision-making body.

In their daily work, an employee in this occupation interacts with a range of internal stakeholders including members of their own team and other departments such as IT, legal, finance, strategy, HR, marketing, fundraising, sustainability, senior management, and governing decision-making bodies. They also interact with a range of external stakeholders such as members of the public, investors, customers, regulators, suppliers, auditors, and partners. They will typically report to the Head of the Governance function (or equivalent).

An employee in this occupation will be responsible for supporting the organisation in the application of its internal governance framework including its operating principles and policies, processes, and procedures. As part of this governance officers maintain and manage the organisation’s formal records such as minutes of the governing decision-making body meetings, register of directors/governors/trustees, and register of shareholders/members. They prepare and submit legal and regulatory compliance documents (e.g., to Companies House, Charity Commission, and Government bodies), and support the preparation and publication of corporate documents (e.g., performance against legislative targets, annual reports, legal contracts).

In addition, they typically advise colleagues on the requirements of these documents and any potential implications involved. The increasing focus on an organisation’s carbon footprint means that governance officers need to have an awareness of climate change and net zero carbon policies and regulatory impacts in their sector. Governance officers analyse and research data and information and prepare briefings and recommendations for their function on matters of governance, governance operations, compliance, legislation, and regulation.

The role typically involves supporting the scheduling and convening of meetings of the governing decision-making body. They develop and produce structured governance documents, and presentation materials for the meetings. Governance officers contribute to the management of meetings, formal Secretariat and stakeholder management and liaison for Board and Board Committees including accurate minutes and collation and distribution of committee papers. They ensure accurate minutes of the meeting are taken which will then be approved and signed. The role may also include ensuring all follow up actions are captured then tracked and completed in a timely manner and to the governing decision-making body’s satisfaction.

Governance officers will have an understanding of the organisation so they can implement governance and facilitate the development of the organisation.

Typically, a governance officer arranges annual general meetings (AGMs) of the organisation’s members or other stakeholders, as applicable, which will involve managing a project team that may consist of suppliers and in-house colleagues from across the organisation. Supporting the delivery of the induction and training for members of the governing decision-making body forms part of the role. They will have strong communication and stakeholder management skills at all levels, with the ability to influence and get involved with all staff and working cross functionally.

An employee in this occupation may also be expected to support the governance function to deliver programmes aimed at improving and enhancing the services it provides and how it provides them, for example to reduce risk, improve efficiency and move towards a sustainable delivery model for the organisation.

Governance officers work on their own and in a range of team settings. They work within agreed budgets and available resources, and work without high levels of supervision, usually reporting to senior stakeholders. They may occasionally be responsible for decision making, but more often will guide or influence the decisions of others.

Typical job titles include

Knowledge, skills and behaviours (KSBs)

• Knowledge
• Skills
• Behaviours