Governance and Legal Administrator

Be part of the vision; be part of the RIBA.

The RIBA is a global professional membership body, and a cultural organisation, driving excellence in architecture.

Salary: £25,088 to £29,000 per annum (max) based upon experience and location

Location: Hybrid Working – Remote 90%/ London Office 10%

Hours: 35 hours per week, full time, fixed term contract for 15 months

Why Join us?

Our Benefits:

The RIBA offers an amazing employee benefits package which includes (a) a generous pension scheme with employer contributions (up to 12%), (b) life assurance, (c) annual leave of 27 days plus bank holidays and paid closure of 3 discretionary days between Christmas and New Year. For more details on our benefits click here

About the Role

Reporting to the Governance Manager and providing Governance & Legal Administrative support to the Governance and Legal Team.

This role is in a busy Governance and Legal affairs team, responsible for developing and maintaining effective governance, risk management, and legal and regulatory compliance.

Responsibilities 

• Diary management – particularly arranging committee meetings.
• Facilitating online meetings (Microsoft Teams) and preparing meeting agendas.
• Collating and publishing meeting packs on our digital platform (Convene).
• Managing user accounts on Convene and addressing technical issues (e.g., expired passwords), liaising with Convene support as necessary and creating a user guide for Convene.
• Taking meeting minutes and keeping a central log of decisions and actions and following-up with action-owners.
• Supporting the Elections to RIBA Council and regional and chapter elections.
• Supporting the administration of the Annual General Meeting (AGM) and creating presentations for the AGM.
• Electronic filing of contract templates (Microsoft Teams).
• Setting up automated workflows in Microsoft Office.
• Uploading contracts for signature to DocuSign.
• Supporting the delivery of training to the business on legal processes, including preparing presentations.
• Supporting the Data Protection Officer in responding to subject access requests (administrative tasks only).

Requirements 

The successful candidate will:

• Excellent attention to detail
• Previous administration experience in a busy environment
• A willingness to share ideas and suggest improvements
• Ability to be a team player
• An interest in governance and Legal Affairs.
• A self-motivated proactive approach and the ability to manage your own workload
• A willingness to learn about new subject areas and new skills
• Problem solving skills
• Excellent organisational skills
• Advanced skills in Microsoft Excel (including use of formulae and pivot tables) and data manipulation

The opportunity of Remote working

We are pleased to be able to offer this role as a hybrid role, working – remotely 90%/London office 10%.  Committee meetings are either run online via Teams or are hybrid meetings. 

What are we looking for?

• Significant amount of relevant work experience including providing secretariat support at either committee or board level basic understanding of charity governance and of working with volunteers is preferable.
• Being interested in the built environment and the architectural profession would be a plus experience of using Convene or similar board portals would be beneficial.
• You will need to be highly effective at managing relationships with high profile stakeholders.

If you would like to apply for the position, please view the full job description below (found at 'supporting documents'). To be considered for this role, it is mandatory to submit your CV and covering letter.  Please upload your covering letter as a Word/PDF document under “Work Examples”.  Please do not use the free text box. Additionally, please ensure that you complete our Equal Opportunities Monitoring Form which will be submitted separate from your application.

Closing date: Thursday 21 September 2023

Interviews: W/c 25 September 2023 (In London)

Due to high volumes of applications we are unable to respond to everyone, however, should you be shortlisted for interview we will be in touch.  We may also close an advert earlier than the date above if we receive enough quality applications.

Please note that you must be able to demonstrate that you have the Right to Work in the UK.  We are unable to proceed with any candidates who cannot show the relevant documentation so please only apply if you meet these criteria. Unfortunately, we are unable to offer visa sponsorship.

The RIBA aims to be an inclusive employer, committed to building an authentic and diverse environment where all are encouraged to be themselves. We champion work/life balance and welcome requests for flexible working across our organisation. We value applications from all sections of society and appreciate divergent experience, therefore if you are excited about the role and working with us, yet your experience may not align perfectly with every single skill or competency, we encourage you to apply anyway.  

Registered Charity No. 210566