Governance and Public Affairs Coordinator

What you will do (Main Duties and Responsibilities)

1. Board and Committee meetings support
 Coordinate and support the smooth running of Board and Committee meetings (including Audit & Risk Assurance Committee, Finance & Operations Committee and Ethics Committee), working under the leadership of the Senior Governance and Policy Manager.

Meeting coordination and logistics
 Act as a central point of coordination for meeting arrangements, liaising with relevant colleagues, Executive Assistants and Personal Assistants to ensure logistics are in place. This includes scheduling, room bookings, technology setup (including hybrid and remote access), hospitality and on‑the‑day support, with the postholder providing direct cover where required.
 Manage meeting timetables and governance calendars across the annual cycle.
 Maintain accurate attendance records, ensure meetings are quorate and escalate any issues as necessary.

Papers and meeting readiness
 Support the drafting and coordination of meeting agendas, working under the guidance of the Senior Governance and Policy Manager and Head of Strategy and Governance.
 Commission papers for the Audit & Risk Assurance Committee and the Finance & Operations Committee.
 Commission contributions for selected reports, assisting with collation and drafting under the guidance of the Senior Governance and Policy Manager.
 Support the preparation and circulation of meeting papers, ensuring materials meet governance standards and are distributed on time ahead of meetings.

2. Governance systems, records and assurance
Governance processes and continuity
 Support the Senior Governance and Policy Manager with the delivery of the annual governance cycle, including Board effectiveness reviews and the Conflicts of Interest declaration process.
 Track decisions and actions arising from Board, Committee and Directors’ Group meetings, maintaining accurate records and following up to support timely completion.
 Provide cover during periods of leave or absence, including minuting Board, Committee and Directors’ Group meetings when required.
 Support wider governance and compliance activity led by the Head of Strategy and Governance and the Senior Governance and Policy Manager as needed.

Freedom of Information (FOI)
 Act as Secretary to the Freedom of Information Group (FOI Group), including drafting agendas, circulating papers, taking minutes, maintaining action and status logs, and managing documentation.
 As a member of the FOI Group, support FOI workflows and assist with responses to FOI requests where required.

Systems, records and documentation
 Administer Tate’s secure cloud-based system for sharing papers with Trustees and Committee members.
 Ensure governance documentation meets archival standards and complies with FOI, data protection and audit requirements, maintaining clear and well-managed governance records.

3. Public affairs, stakeholder and relationship management
Public affairs support
 Provide logistical and administrative support to the Senior Public Affairs Manager in organising engagement events, briefings and other relevant activities.
 Undertake research and information gathering to support public affairs and policy activity, contributing to regular updates for senior leaders on external activity.
 Monitor external policy developments, news coverage, sector debates and social media activity relevant to Tate, flagging risks, opportunities and emerging issues to the Governance and Public Affairs team.

Trustee and stakeholder engagement
 Support the induction and onboarding of new Trustees and Co-opted Members by coordinating induction schedules and briefing materials.
 Coordinate Trustee engagement activity, including visit arrangements, exhibition previews and other engagement opportunities, working closely with relevant Tate teams.
 Accompany and support Trustees during on‑site visits and meetings, acting as a host where appropriate and coordinating meeting rooms and associated logistics.
 Support effective engagement with external stakeholders by ensuring meetings, briefings and communications are well coordinated and appropriately documented.

Relationship management and communication
 Act as a key point of contact for the Governance and Public Affairs team, ensuring timely, accurate and high-quality communication across governance and public affairs activity.
 Build effective working relationships with Trustees, Directors, senior leaders and colleagues across Tate to support smooth governance and engagement processes.

4. Administrative support to Head of Strategy and Governance
 Provide proactive diary management to the Head of Strategy and Governance.
 Manage their inbox, including monitoring, triaging, responding to routine enquiries, and flagging priority items and drafting responses as needed.
 Coordinate travel arrangements, meeting preparation, documentation and briefing support.
 Act as a first point of contact for enquiries on behalf of the Head of Strategy and Governance.
 Undertake any other duties that support the effective delivery of the Governance and Public Affairs work.

What you will bring to the team

Personal attributes
 Highly organised, with attention to detail.
 Flexible, proactive, and solution-oriented.
 Committed to creating an inclusive, respectful, and collaborative working environment.
 Passion for Tate’s mission and a strong understanding of the cultural and creative sector.
 Interest in public affairs, government relations and/or governance.

Museum Website: https://careers.tate.org.uk/members/modules/job/detail.php?record=722