Job Description

UWCSEA has a full-time vacancy for a Board Secretary to start from May 2024 (negotiable), supporting both our campuses.

The Board Secretary works directly with the Chair of the Board, Governors, Independent Directors of the Foundation, and advisers, as well as with College leadership to ensure the College maintains high standards of corporate governance and compliance. The role includes the following key aspects of governance: * Ensuring compliance with the College\xe2\x80\x99s governance requirements as well as with regulatory requirements (e.g. ACRA, PEI, the Charities Commission and other entities), including annual and other periodic filings to regulators

• Supporting the Board and Committees with accurate governance record keeping, including meeting minutes
• Coordinating accreditation activities with various accrediting and audit bodies
• Providing advice on all corporate governance matters
• Ensuring and maintaining the relevance and appropriateness of the foundation documents, charter, terms of reference, and policies of the College\xe2\x80\x99s Board, Board committees, and Foundation
• Maintaining awareness and knowledge of Corporate Governance trends and requirements, including ongoing professional training through the Singapore Institute of Directors and other entities, and suggesting relevant training to Board members and College leaders
• Liaising with the College\xe2\x80\x99s Corporate Secretary (Tricor)
• Coordinating effective administrative support to the Board of Governors and its committees

It is essential that the Board Secretary attends and takes minutes at all Board and committee meetings. These are usually held during weekdays. The Board Secretary works across both Dover and East campuses, as meetings take place in both locations.

Main Responsibilities

• Responsible for providing documentation to governors, committee members and College Leadership teams and providing or securing governance or legal advice, as necessary, in order to help improve the quality and efficiency of governance
• Responsible for the effective administration of all Board and committee meetings ensuring meetings run smoothly and efficiently, including meeting and event scheduling and administration and diary management.
• Responsible for the preparation and collation of committee and Board papers, including liaising with committee chairs, the Board Chair, operational departments and College management and providing assistance in the drafting, preparation and collation of committee and Board papers, resolutions and policies, as necessary and all associated follow up actions and decisions following committee meetings.
• Arrange, assist and oversee the recruitment, appointment and induction processes for new committee and Board members, and training opportunities for advisers and Governors, in line with constitutional requirements and Board policy.
• Monitors, maintains and records membership and other data for all governors and committee members in order to ensure efficient management of Board appointments, reappointments, retirements and renewal.
• Responsible for the accurate recording and management of information relating to Board and committee members in order to ensure data is up to date at all times.
• Responsible for liaison with, instructions to and oversight of Corporate Secretarial services to ensure compliance
• Ensuring and monitoring ongoing compliance of regulatory requirements (CPE, MOM, ACRA, Charities Commission etc.), identifying when these may change and providing comfort to the Board that regulatory items are being dealt with in a timely and transparent manner.
• Coordinate and manage election of Interested Party Governors and Advisers with all relevant stakeholders, when required.
• Providing confidential governance advice on sensitive, complex matters as and when required.

Person Specifications

EDUCATIONAL QUALIFICATIONS

• Bachelor\'s Degree with between 3-5 years experience in a similar position.
• Corporate Secretarial, Legal, or Compliance background preferable.

EXPERIENCE

• Experience of supporting a Board or executive office/function or significant charitable trust with responsibilities as a corporate secretary and/or company secretary, and/or other relevant legislative / compliance based experience
• Experience of working in a project management role, showing initiative and attention to detail and an understanding of complex issues ideally in education or not for profit or a human capital oriented services sector
• Experience of setting meeting agendas and preparing high quality meeting minutes
• Experience of corporate and compliance record keeping, information management and data retrieval and dissemination

SKILLS & QUALITIES

• Internationally-minded with an understanding of the UWC mission and the identity of the college
• Excellent interpersonal skills enabling strong rapport to be built with a broad spectrum of people e.g. governors, staff, students and other key stakeholders
• Excellent listening skills and the ability to communicate effectively (written and verbal) to a variety of audiences in a variety of situations. Excellent written and spoken English
• High level of integrity with the ability to maintain strict confidentiality and remain impartial.
• Excellent organisational and planning skills and an ability to differentiate tasks appropriately and to work to tight deadlines
• High level of maturity and ability to identify problems and provide effective solutions.
• Able to demonstrate initiative and work independently and proactively, as well as collaboratively, as part of a team
• Openness to learning and change, with a positive attitude to personal development and training
• IT proficiency particularly in the use of Google and MS Office Suites, as well as Board portal software
• The ability to be available at times convenient to the Board of Governors, potentially including evenings and weekends, and to be contacted at mutually agreed times
• Understanding of educational legislation, guidance and legal and regulatory legal requirements
• Understanding of Charity Commission requirements
• Familiarity with Knowledge of Data Protection legislation

Application

Kindly make sure to fill out the application form in its entirety. This includes the Cover Letter (500 to 750-word statement) detailing your motivation and relevant experience for the position. Direct your submission to Mr Kevin Chua, Chief of HR Officer.

Please note that our application form does not support the attachment or upload of documents.

The UWC Mission is to make education a force to unite people, nations and culture for peace and a sustainable future. We are committed to creating a community in which all members feel safe and secure, and know that their authentic selves and individual differences are accepted with respect and care. At UWCSEA, we acknowledge that diversity, equity, inclusion and justice (DEIJ) is an ongoing and evolving process and strive to create and sustain a sense of belonging for all members of our community, past, present and future. All qualified applicants, including those who identify as a part of marginalised group(s) and individuals with (dis)abilities are all encouraged to apply. Our school is committed to safeguarding and promoting the welfare of all the students in our care and expects all applicants to share this commitment. We follow safe recruitment practices and all appointments are subject to interview, satisfactory references, identity and criminal record checks.

UWCSEA