Governance Administrator

Title: Governance Administrator

Reporting to: Board of Trustees via Chair of Trustees

Based at: Remote, and at our office at 20-22 High Street, Burnham-on-Sea

Hours of Work: 12hrs per month, flexibly

Purpose

To provide high-quality governance and administrative support to the Board of Trustees, helping ensure that the charity meets its legal, regulatory, and constitutional obligations. The Governance Administrator plays a key role in maintaining accurate records, supporting effective decision-making, and ensuring compliance with Charity Commission requirements.

Principle Tasks and Responsibilities

• Record keeping – attend monthly board meetings and produce accurate, timely minutes; maintaining a clear log of decisions, resolutions, and follow-up actions. Advise the Chair on following up action points and, in some cases, follow these up yourself via ICM internal communications.
• Board meeting preparation – collate and distribute agendas, reports, and supporting documents ahead of meetings.
• Board system management – administer the charity’s online board portal, ensuring documents, archives and recorded decisions are up to date and accurate.
• Governance documents – keep a record of the charity constitution, reference it for governance queries, and advise trustees on relevant clauses.
• Charity Commission compliance – update trustee details via online portal, submit required notifications and reports as instructed by the Board, and ensure statutory records remain accurate.
• Trustee recruitment admin – draft adverts, support application processes, and maintain recruitment records.
• Special project support – assist with documentation, administrative tasks and external communications relating to special projects or subcommittees set up by the board.
• General governance administration — maintain filing systems, support induction of new trustees, and carry out other reasonable governance-related tasks as required.

Working Pattern

• 12 hours per month, including approximately three hours at the office for monthly Board meetings; these usually take place on one weekday evening per month between 17:00 and 20:00 (preparation and pack-down inclusive). Meeting dates are set in advance for the year but remain flexible to ensure maximum attendance.
• Ad hoc hours outside of the meetings to cover personal workload; these can be done remotely or from our office in Burnham-on-Sea.
• You may, on occasion, be asked to work additional paid hours to support with special projects and/or subcommittees, however this will always be discussed and agreed with Trustees.

Working at ICM

Remuneration

• You will be paid a rate of £15 per hour on a PAYE basis.

Benefits and culture

• As a community organisation, ICM values its staff and offers an attractive working location in the centre of Burnham-on-Sea High Street, with newly refurbished workspaces, a kind and supportive environment and flexible working.
• You will be entitled to five weeks holiday per year plus bank holidays. If your working days do not fall on a bank holiday you are entitled to the bank holiday top up calculation which is added to your holiday entitlement.

Safeguarding and Confidentiality Requirements

• Due to the nature of our work, you will be asked to undertake an Enhanced DBS check, paid for by ICM, prior to starting your employment.
• Alongside statutory ICM working agreements, you will be required to complete a Fit and Proper Persons Declaration and a conflicts-of-interest declaration for work carried out alongside the Board of Trustees.
• Please note that due to confidentiality reasons and conflicts-of-interest mitigation, this position is not open internally to current ICM volunteers or members of staff.

Person Specification

This person specification is designed as a helpful guide to prospective candidates and not an exhaustive or exclusive list. ICM is an equal opportunities employer and is committed to removing barriers to employment, and to best represent the community we serve. Full training on site will be given alongside a thorough induction.

Essential

• ICM hires on the basis of experience, knowledge, willingness to learn and develop, and commitment to our values. As such, no specific qualifications are essential for this post.
• Experience with administration in an established organisation.
• High IT literacy skills, including use of emails, Microsoft office suite and Google drive (and associated software).
• Good written communication skills and confidence compiling relevant information
• Basic understanding of charity operations and the role of Trustees.
• Highly organised.
• A good communicator.
• Precise and accurate with information.
• Ability to develop and follow processes and continually improve them.
• Reliable and trustworthy.
• Caring and passionate about the work of ICM.
• Well-humoured and keen to work in a calm but driven team.

Desirable

• A good set of GCSEs
• Post-16 qualifications in administration or business management.
• Any qualification in accountancy or bookkeeping is highly valued but by no means essential.
• Experience with administration/management of a charity, community group, or not-for-profit company.
• Experience working with a board by preparing minutes and agendas.
• Ability to use BoardCloud software, or experience of other internal portal management. Full training will be given in lieu of this.
• Ability to distil large amounts of information for Board papers.
• Thorough understanding of the importance of good governance in charitable organisations.
• Knowledge of the charity sector and its challenges.

Next steps

If you are interested in this role and would like to work with us, please email us on Sign in to view email with your CV and a short covering letter detailing how you feel you would fit the role and why you would like to work at our growing charity.

Closing date for applications: Friday 6th November.

Early applications are encouraged and ICM reserves the right to appoint at any time. Interviews for shortlisted candidates will take place at our offices in Burnham-on-Sea at a mutually agreeable point.