Governance and Comms Officer

This role sits at the heart of the Risk and Governance Secretariat, providing high-quality administrative and logistical support to ensure the smooth running of Board and Committee operations. The post-holder will work closely with the Board Secretary to support governance processes, manage logistics for senior-level meetings, and coordinate arrangements for Non-Executive Directors (NEDs).

The role also provides day-to-day support to the Head of Communications, assisting with a range of communications activities including digital projects. The post-holder will liaise with colleagues across the organisation, including in the Edinburgh office, to support internal communications and storytelling.

This is a varied and fast-paced role requiring strong organisational skills, sound judgement, and the ability to manage competing priorities with professionalism and discretion. The post-holder will work with senior stakeholders including Board members, NEDs, and the wider leadership team, and will be expected to role-model reliability, flexibility, and a proactive approach to delivery.

AI may be used to support the initial screening of applications, particularly where there are high volumes of applicants, to assist with the recruitment process.

N.B. GAD will not work with recruiters for this specific campaign

As our Governance & Comms Officer, you will provide essential administrative and logistical support across two key areas: governance and communications.

On the governance side, you will assist the Board Secretary in the preparation and administration of Board and Committee meetings, ensuring that invitations are issued, rooms are booked, catering is arranged, and that meetings run smoothly on the day. You will process NED travel and subsistence claims accurately and in line with policy, and coordinate travel arrangements for the Government Actuary and Deputy Government Actuary as required.

On the communications side, you will support the Head of Communications with a range of tasks, including the preparation and formatting of communications materials, assistance with digital projects such as video filming and editing, and liaison with colleagues in the Edinburgh office to gather stories about completed projects for internal communications purposes.

You will also play a key role in supporting the planning and delivery of client-facing and GAD-wide events, providing practical logistical assistance including catering coordination, venue sourcing and booking, and on-the-day support to ensure events run smoothly.

Across all areas, you will contribute to the effective running of the Secretariat, identifying opportunities to improve processes and ways of working, and providing flexible support to the wider team as needs require.

Please note this job description is a broad reflection of the current duties. It is not an exhaustive list and the role may evolve in line with business needs. There will be an expectation to take a flexible, can-do approach and to support across the team as required. Any broader change of scope will be at the discretion of the Board Secretary and discussed in conjunction with the post-holder.

Governance & Board Support

• Assist the Board Secretary with the administrative preparation for Board and Committee meetings, including issuing meeting invitations and managing room bookings
• Process NED travel and subsistence claims accurately and in a timely manner, in line with relevant policies
• Coordinate travel arrangements for the Government Actuary and Deputy Government Actuary, including booking transport and accommodation in accordance with organisational policy

Diary, Meeting & Logistics Management

• Provide diary management support to the Board Secretary and other senior stakeholders as required, scheduling meetings and resolving conflicts proactively
• Arrange and set up meetings, both in-person and virtual, including room bookings, video-conferencing links, and technical set-up
• Coordinate catering arrangements for meetings and events, liaising with facilities and external suppliers as appropriate
• Provide on-the-day logistical support for Board meetings, Committee meetings, and wider governance events, including welcoming attendees and managing room set-up
• Support the planning and delivery of client-facing and GAD-wide events, assisting with venue sourcing and booking, catering coordination, and on-the-day logistics

Communications Support

• Provide administrative and logistical support to the Head of Communications across a range of communications activities
• Assist with the preparation, formatting, and distribution of communications materials as directed, with particular support for digital projects such as video filming and editing
• Liaise with colleagues in the Edinburgh office to identify and gather stories about completed projects for internal communications purposes

General Team Support

• Contribute to the effective running of the Risk and Governance Secretariat, providing flexible support across the team as workloads require
• Identify opportunities to improve administrative processes and ways of working, suggesting improvements to the Board Secretary

This job description is a broad reflection of the current duties. It is not an exhaustive list, and changes may be required, based on GADs immediate operational needs and strategic priorities which are at the discretion of the HR Director and in conjunction with the post holder.Provide diary management support to the Board Secretary and other senior stakeholders as required, scheduling meetings and resolving conflicts proactivelyArrange and set up meetings, both in-person and virtual, including room bookings, video-conferencing links, and technical set-upCoordinate catering arrangements for meetings and events, liaising with facilities and external suppliers as appropriateProvide on-the-day logistical support for Board meetings, Committee meetings, and wider governance events, including welcoming attendees and managing room set-upSupport the planning and delivery of client-facing and GAD-wide events, assisting with venue sourcing and booking, catering coordination, and on-the-day logistics