Governance & Reporting Manager

Location & Attendance

Birmingham, Snow Hill

Hybrid with 60% Site Attendance

Job Overview

Grade: G17

Base Salary: £46,606 per annum

Plus flexible benefits fund of 20% on top of base salary, fully pensionable.

Job Description

HS2 Ltd endeavours to ensure everyone working for us and with us feels included, thrives and achieves their full potential. The role promotes positive and inclusive culture through adjustments, flexible working, staff networks, and professional development opportunities.

Accountabilities

• Supervise the review of the Company Secretariat information on Interchange/IMS and HS2 Website to maintain accurate version control.
• Lead on monitoring the participation of mandatory eGovernance training modules and ensure regular refreshing to align with any internal governance changes.
• Lead on continuous reviews (minimum bi annually) of the governance arrangements to ensure efficacy.
• Take the lead and oversee the scheduling of the intricate annual corporate meeting schedule (circa 200+ meetings).
• Lead the coordination of the Company Secretariat contribution to the Annual Report and Accounts.
• Lead and oversee effectiveness reviews for each governance forum within own and Governance Manager's meeting portfolios.
• Review overall team effectiveness regularly and report to Company Secretary.
• Identify process improvements and implement as agreed.
• Conduct a regular audit of programme level forums and appraise the Company Secretary to confirm the flow of governance decisions remains efficient.
• Lead on annual review and purchase of the Board Portal Software.
• Lead on review of governance documentation.
• Define Board training requirements and provide updates as required.
• Oversee the maintenance of Board contact details and register of HS2 property issued to Non Executive Directors.
• Provide reliable advice across the business on matters of governance to ensure timely decisions are made in the correct forum and within the necessary time limits.
• Contribute to ensuring the appropriate support structures and processes are in place to enable HS2 Ltd's Board and its sub Committees and Executive Committee to meet their responsibilities and obligations.
• Responsible for planning on time delivery of company secretariat services at all times, ensuring adequate cover at times of team absence whether planned or ad hoc.
• Support the Company Secretary to maintain a robust Conflicts of Interest/business interest management of Board and Executive members.
• Support the Company Secretary to deliver a detailed onboarding process for any additional Non Executive Directors, Executive Directors and Senior Leadership Team colleagues.
• Oversee performance management of direct reports to promote excellent performance, and contribute to maintaining team morale and provide pastoral support if required.
• Supervising and acting as an escalation point for colleagues within the Company Secretariat team.
• Undertake any other duties as requested by the Company Secretary, CEO, CFO and HS2 Chair to support the function.
• Actively promote and embed Equality, Diversity and Inclusion (EDI) in all work and support organisational initiatives, policies and procedures on EDI.

About You Skills

• The ability to draft papers and other documentation clearly and concisely to agreed deadlines.
• Expertise in reviewing, drafting and presenting reports and briefings to Board and senior executive level audiences, dealing with complex and multi faceted issues.
• Ability to provide advice and direction, creative thinking, independent judgement and discretion in handling and/or communicating major issues.
• Ability to establish and maintain a high degree of confidentiality, respect, trust and credibility at all levels.
• Competency in minute taking with an aptitude for capturing complex discussions and pursuing actions to a satisfactory conclusion.
• Experience of managing a robust forward pipeline of work and ensuring decisions required are delivered within agreed timescales.
• Ability to act as a team player who is both committed and flexible.
• Proficiency in supporting the governance of complex organisations and experience of providing governance advice to colleagues at all levels, including Executive and Non Executive Directors.
• Ability to develop relationships and build rapport with a wide range of contacts and be able to work constructively with others.
• Influencing, relationship management and people skills including interaction with senior internal and external stakeholders.
• Ability to manage and present complex information so that it is clear and concise and appropriate for the intended audience.

Knowledge

• Understanding of best practice and control frameworks of corporate governance in a public sector environment.
• Understanding of business processes and how to effectively operate across organisational functions.
• Comprehension of the Framework Document and Development Agreement (Operational Annex) between HS2 Ltd and DfT to understand its relevance to the Company Secretariat function.
• Knowledge of the following would be an advantage:
• The role of the National Audit Office (NAO) and its powers.
• Managing Public Money and other governance controls arising from HS2 Ltd's Non Departmental public sector status.
• Freedom of Information (FOI) and Environmental Information Regulations (EIR) regimes.

Experience

• Experience working as Governance Manager/Deputy Company Secretary (or Chartered Company Secretary) within a Company Secretariat function in private or public sector organisations.
• Experience of using Board Portal Software (AdminControl, Diligent etc).
• Experience of contributing to, facilitating internal governance reviews, and overseeing implementation of changes to the governance structure as and when required.
• Experience of maintaining accurate records of decisions for auditable purposes.
• Experience of identifying and implementing improvement opportunities within a Company Secretariat function.
• Experience of delivering high level company secretarial service, including agenda management, writing accurate and succinct minutes and papers, drafting Board level reports, and providing advice and critique to paper authors to ensure quality documents are presented.
• Experience of delivering a company secretariat service within a Major Programme/Project would be an advantage.

Values & EDI

The post-holder is expected to behave at all times in a manner consistent with the HS2 values of Safety, Leadership, Integrity and Respect. It is expected that you will actively promote and embed Equality, Diversity and Inclusion (EDI) in all your work and support and comply with all organisational initiatives, policies and procedures on EDI.

Right to Work Requirement

HS2 Ltd does not hold a sponsorship license from the Home Office and cannot provide sponsorship. Applicants must already have the Right to Work in the UK at the time of application.