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Page 1 of 4
Waterloo, Greater London (Hybrid)
£30,000 per year
Job description

Background and Context

Population Matters (PM) is an environmental charity working to ensure that our population can co-exist in harmony with nature and prosper on a healthy planet. Population Matters' campaigns include choosing smaller families and consuming sustainably; we believe in a multifaceted approach to confronting climate change and tackling biodiversity loss. Our mission is to drive positive, large-scale action through fostering choices that help achieve a sustainable human population and regenerate our environment.

With new governance arrangements recently confirmed by the Charity Commission, an ambitious Strategy agreed, and a Senior Management Team and Board committed to enhancing the organisation’s reach and impact, it's a great time to join an organisation experiencing growth at an exciting and positive time of change.

Summary of role

This is a new role at PM, intended to provide lead governance and legal support on a day-to-day basis to the Senior Management Team (SMT) and the Board of Trustees, as well as some basic assistant duties. In addition to being an essential day-to-day support to the SMT, this role will also be at the heart of life at PM, providing our fantastic team with some essential admin and general guidance.

Effective governance is vital to ensure PM it achieves its strategic objectives and meets its legal duties and requirements as a UK-based, internationally active charity. This role will be at the centre of coordinating and sustaining efficient and positive working between the SMT and Board - ensuring that PM’s governance arrangements comply with all legal requirements and exemplify ‘best practice’. This role will act as the primary legal reference point for the operational team and the Board, so candidates should have a proven track record and experience of charity law and governance requirements.

The role also requires someone who is able to support the SMT with a range of tasks, of varying complexity, from event organisation to minute taking.

The role requires an individual with proven experience working in a similar role (either in the commercial or charity sectors). The content and issues handled will be wide-ranging, complex, and often fast-moving. Ideally, we are looking for someone who is proactive, capable, confident and organised, with experience in general administration and minute taking, along with a personable communication style.

Key responsibilities

  • Assisting with the preparation for, and organisation of, Board and Committee meetings, (including minute taking and maintaining Board calendar);
  • Supporting the SMT with a range of tasks, specifically general organisation (hotel/travel bookings and events), minute taking, expenses, and a ‘fresh perspective’ when appropriate;
  • Maintain a Board folder containing the governing documents, key governance policies, minutes of Board meetings and written consents;
  • Supporting with communication and information sharing between Board meetings, Board Committees and SMT meetings;
  • Being a personable ‘go to’ reference point, and integral part of PM’s culture for all staff on a range of general queries and requests;
  • Ensuring that the charity’s records and registers are appropriately maintained;
  • Providing a legal ‘sounding board’ to the SMT, and specifically the Head of Finance & Operations (HoF&O);
  • Support with general HR/organisational policies, as appropriate;
  • Oversee the filing and ordering of documents arising from the Executive Director (ED)’s and SMT’s work.

Person Specification

Knowledge requirements:

  • Previous experience working in a similar role, either within a charity or corporate entity
  • Understanding of and commitment to PM’s vision, mission, values and staff culture
  • Knowledge of relevant regulators (Charity Commission / Companies House)
  • Knowledge of the law relating to charities and companies, specifically Charities / Companies Acts
  • Ideally, some general legal training, preferably at degree level
  • Microsoft Teams (preferred)

Skills requirements:

  • Communication/interpersonal skills: this role will be an active conduit for communication between the management, Board, staff and external contacts.
  • Organisation: the successful applicant will be tasked with complying with notice requirements and scheduling meetings to accommodate the Trustees, SMT and staff, in addition to a wide range of other coordinating activities.
  • Documentation: Minutes are an essential organisational document which provide a memorialised chronology of key information such as Board/SMT actions, elections of officers or Trustees, and certain reports from committees and staff so maintaining folders and files will be a key part of this role.
  • Legal due diligence: As the custodian of the organisation’s records, this role will be responsible for maintaining accurate (sometimes external) documentation and meeting legal requirements, such as annual filing deadlines.

 Terms and Conditions

 This is a hybrid and flexible staff role working mainly (as for all our team) from home, but also on occasion from PM’s central London office hub – in particular, for quarterly Board meetings.

Hours: this is a part-time role, offered for three or four days per week, to be determined following discussion with the successful candidate. Salary: c £30,000 pa, pro rata, depending on experience

In addition, PM offers a generous pension contribution, attractive annual leave allowance, and a culture which prioritises wellbeing and personal growth.

More about Population Matters

Population Matters is a UK-based charity working globally to achieve a sustainable future for people and planet. 

... Read more

Posted on: 27 September 2023
Closed date: 27 October 2023 at 23:59
Tags: Admin, Legal

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