Governance Coordinator

HS2 Ltd; Birmingham; On-site; GBP 22,000 - 26,000; Full time

Benefits offered by this job

Flexible benefits fund 15%

Job summary

HS2 Ltd is seeking a governance professional in Birmingham to support the governance and assurance processes surrounding Panel meetings and procurement case handling. The role requires strong organisational and analytical skills, with experience in stakeholder engagement and chairing meetings to drive timely approvals.

Role focuses on setting agendas, running panels, maintaining governance trackers, and coordinating with DfT and Case Officers.

Qualifications

• Decision making and organisational skills.
• Advanced knowledge of Excel and Microsoft Teams.
• Ability to multitask and meet deadlines.
• Clear drafting and concise reporting for decision making.
• Analytical ability to distill information into reports.
• Knowledge of governance and assurance processes in the public sector.
• Experience with stakeholder relationships.
• Experience chairing meetings and following up actions.
• Ability to escalate issues to Senior Leaders.

Responsibilities

• Promote and embed Equality, Diversity and Inclusion (EDI) in all work.
• Set up and create agendas for Panel meetings.
• Run Assurance and Approvals Panels.
• Liaise between Acquisition Case Officers and DfT in Blight and Counter Notice Determinations.
• Maintain Governance Log and Signature Tracker.
• Monitor Governance inbox and dashboard.
• Keep Lead, SPAM and Supplier Rotas up to date.
• Lead improvement projects where identified.
• Be the single point of contact for Area Leads and teams.

Skills

Decision making

Organisational skills

Communication skills

Multitasking

Analytical thinking

Tools

Excel

Microsoft Teams

Job description

Location - Birmingham

Salary : Base salary: From £24,022pa depending on skills and experience. In addition, we offer flexible benefits fund of 15% which is paid on top base salary and is fully pensionable, as well as a range of competitive benefits - check them out in the Benefits section on our website.

HS2 Ltd endeavours to ensure everyone working for us and with us feels included, thrives and achieves their full potential. In practice, this means we are positive and inclusive about making adjustments, providing flexible working, encouraging our staff networks to flourish and providing personal and professional development opportunities.

About the role:

• 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.
• Setting up and creating agendas for Panel meetings
• Running both Assurance and Approvals Panels
• Ensuring all papers are sent to DfT as required before the panel and signed papers sent after the panels
• Act as the liaison between the Acquisition Case Officers and DfT in Blight and Counter Notice Determinations.
• Must have understanding of the governance process and financial delegation levels to enable you to assure Case Managers and Leads of the steps an Approval must go through in order to be completed and ensure that the correct level of delegation signs off the papers
• Ensuring the Governance Log and Signature Tracker are kept up to date
• Monitoring and organising the L&P Governance inbox
• Maintain the Governance Coordinator Dashboard, providing a single point of reference for any future Governance Coordinators
• Keep the relevant Lead, SPAM and Supplier Rota’s up to date (approx. 3 months in advance)
• Take initiative to lead improvement projects when and where identified
• Be aware of and understand cases that are currently in governance and at what stage they are at
• Have an awareness of any upcoming urgent payments (Full and Final and Advance Payment Requests)
• Quality check papers ahead of Monday Assurance Panels
• Check for amends made on resubmitted papers and ensure these are captured for Approval's Panels
• Engage with Area Leads and their teams to provide support where needed – be a single point of contact, responding to queries or requests from teams within a timely manner
• Take accountability for:

• Chasing signatures from reviewers after the initial "signatures required" request is sent
• Chasing amends from Case Managers
• Querying if upcoming APRs are ready to come into Governance ~4 weeks before Payment due dates.
• Have an awareness of any upcoming blight determinations and communicating with Case Managers for updates where needed
• Adhere to HS2 Ltd's Health and Safety policies.

About You:

Skills:

• Decision making and organisational skills
• Advance knowledge of Excel and Microsoft Teams
• Ability to multitask and manage conflicting priorities to agreed deadlines
• Communication skills – including the ability to draft documents concisely, and clearly to support decision making
• Analysis skills – including distilling information from multiple sources and turning it into clear communications including reports and briefings

Knowledge:

• Knowledge of the L&P governance and assurance processes
• Knowledge of managing and delivering within the constraints under which public sector arm’s length bodies operate and a good understanding of the nature of central government relationships with HS2 Ltd.

Type of experience:

• Experience of managing stakeholder relationships
• Experience of chairing and facilitating meetings, keeping everyone to the agenda and ensuring actions are recorded and followed up.
• Experience of escalating issues and influencing Senior Leaders to get requests approved

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.

As HS2 Ltd do not hold a sponsorship license from the Home Office, we are not able to provide sponsorship to any applicant. Applicants must already have the Right to Work in the UK at the time of application and our process involves a Right to Work validation prior to the interview stage. Note, there are certain types of time-bound visas that we cannot accept.

Any offers made to applicants will be subject to satisfactory completion of pre-employment checks which include Nationality & Immigration Status, employment references, DBS, Financial and Education checks.

We ask for a variety of detail in your online application, however we perform the first assessment of suitability for a role based solely on the information in your CV. In a further development of our efforts to create a more diverse workforce, your CV will be anonymised and personal information will be removed during the first stage of the application review. This removes bias from the process and makes it even more important that you attach an updated word version of your CV for each new application ensuring you include evidence directly related to the criteria in the job advert. Watch this video on how we remove bias in the recruitment process: Removing bias in the recruitment process - YouTube

Any applications received after the closing date will not be considered.