Australian Business Volunteers is growing its portfolio of programs to ensure a long, sustainable future for the organisation, and the communities and volunteers it serves. To enable the CEO, Board and Executive Team to achieve their strategic goals for growth, a new leadership support role has been developed.

The Policy & Compliance Coordinator and Company Secretary provides a range of high-level executive support services to the Executive Team consisting of the CEO, CFO and COO to support the systems, processes and activities for managing risk, policy development and implementation and the breadth of compliance associated with both, internally within ABV.

This supports the delivery of Executive-led operations and responsibilities to support the Executive Team’s achievement of organisational objectives. The Policy & Compliance Coordinator and Company Secretary is also the Company Secretary to the Board of Directors.

To be successful in this role, you will have the skills and drive to provide support and service to your colleagues and derive satisfaction from using your expertise to enable others to achieve organisational goals. You will also have superior written and oral communication skills and strong risk management, organisational policy development and implementation expertise, with the associated compliance expertise.

Excellent coordination, liaison and influencing skills are necessary. You must have the experience and confidence to exercise sound judgement and use a high degree of initiative and discretion in dealing with sensitive matters.

In relation to Company Secretarial work, you will either have experience as a Company Secretary, or you will be able to demonstrate that you can fulfil that role as well as engage in any professional development required.

Position in context

Reporting to the CFO, the Policy & Compliance Coordinator and Company Secretary will, as appropriate:

• Implement a policy development program of work, focused on both Board and operational governance, with associated implementation and compliance measures included
• Provide oversight to the Training and Development manager providing training in relevant policies and procedures for all relevant internal stakeholders
• Maintain and monitor the implementation and adoption of policies across the organisation
• Provide comprehensive reporting to the Executive on policy implementation, risk matters and any associated compliance requirements
• Respond to requests for information or assistance and escalate sensitive issues to the Executive Team
• Manage the flow of information to and from the Executive Team on risk, policy and compliance matters; seek clarification and provide advice and responses; respond to queries, identify needs, communicate services and redirect, escalate or resolve issues
• Develop and maintain effective working relationships and open channels of communication with all colleagues and external stakeholdersReporting to the Board, the Policy & Compliance Coordinator and Company Secretary will:
  • Fulfil all requirements of the Company Secretarial role
  • Manage the flow of information to and from the Chair for compilation of agendas and finalisation of meeting minutes
  • Develop and maintain effective working relationships and open channels of communication with Board members

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Policy, Compliance And Risk Management Support To Executive Team

• Support the ongoing development of ABV’s policy framework
• Develop new or updated policies with input from Executive Team, Board members and other relevant stakeholders
• Oversee and manage the policy review cycle, including the management of documents and implementation plans and ensuring documents in ABV’s policy framework are reviewed and updated to schedule
• Manage ABV’s Risk and Compliance Registers ensuring they are up to date
• Support policy reporting requirements to the Board, including risk reporting and WHS reporting
• Keep up to date with relevant regulatory requirements and ensure policies are fit for purpose and meet all applicable obligations

Company Secretarial

• Ensuring ABV complies with all requirements of ASIC and ACNC and other relevant regulatory bodies, including maintaining records, reporting, disclosures and lodgement of statutory returns
• Assisting to ensure ABV adheres to its Constitution
• Maintaining a comprehensive knowledge of and complying with ABV applicable policies, procedures and governance documents, including the general ABV Code of Conduct
• Maintaining Board documents, including ensuring together with the Chair, that documents are complete and are kept current
• Ensuring Board policies are reviewed according to required timeframes or as directed by the Board
• In consultation with the Board Chair, organising meetings of the Board and developing the Board calendar
• Preparing, compiling and circulating Board and Committee meeting agendas and meeting papers
• Attending all Board and Committee meetings where possible
• Taking accurate minutes of all Board and Committee meetings and arranging for prompt Chair approval and distribution of the minutes to Board members
• Ensuring appropriate records of Board meetings are kept and filed
• Maintaining required registers of ABV Officers and members
• Organising general meetings of the ABV membership as required, including in particular the Annual General Meeting
• Compiling and circulating agendas and papers for meetings to the ABV membership in accordance with required timeframes
• Ensuring records of meetings of the ABV membership are appropriately kept
• Any other functions or matters as reasonably requested by the Chair from time to time
• For guidance it is anticipated that the Company Secretarial responsibilities may require on average about 10-15% of a working week – this will vary from week to week.

SELECTION CRITERIA

Essential Skills and Experience

• Experience in a similar role of internal policy development and review and compliance and risk management – or demonstrated transferrable skills and experience for the responsibilities listed above
• Demonstrated ability to carry out and/or learn the responsibilities of a Company Secretary
• Experience in working with and providing support to an Executive Team and management of an organisation
• Highly developed interpersonal communication skills at an executive level with high attention to detail and accuracy
• Highly developed organisational skills with the ability to manage time, work output and priorities and handle a range of tasks with competing priorities within tight timelines
• Demonstrated ability to work within a team environment and autonomously, and use initiative to solve problems
• Demonstrated ability to effectively deal with sensitive and confidential information and duties
• Demonstrated ability to write reports suitable for internal and external communication
• Demonstrated ability to effectively research and analyse information
• Proficiency in use of Microsoft Office software and experience using databases
• Interest in and commitment to the work of Australian Business Volunteers

Desired skills and experience

• Experience as a Company Secretary
• Experience working in a not-for-profit environment
• Experience with Trust and Corporations law

Mandatory requirements

• Satisfactory National Police Check
• Hold a current NSW Working With Children Check or willing to obtain
• Willingness to work outside normal business hours (rarely), such as for an evening meeting (time in lieu offered)

What We Offer You

• A rewarding career with a respected not-for-profit organisation.
• Up to $15,899 NFP salary packaging available.
• Work-Life Balance and Flexibility - Benefit from a flexible working environment
• A supportive, inclusive and collaborative work environment.
• Opportunities for professional growth.

next steps

For all questions, please don't hesitate to contact the Hiring Manager, Jeremy Stevens via email [email protected], using the subject line: Policy & Compliance Coordinator and Company Secretary enquiry via EthicalJobs.

Please submit your application via the Apply Now link.