Additional Responsibilities for Muir Group Chair

Note:

This document supports (and should be read in conjunction with) the Board Member Role Profile. In application (for recruitment, contracts, and appraisal), standalone documents can be produced.

Introduction

In addition to their role as a Board Member, the Muir Group Chair is responsible for ensuring good governance through the Boards/Committees; and providing support, guidance and challenge to the executives. The additional responsibilities of the Muir Group Chair which supplement those set out in the Board Member Role Profile, are set below.

Additional responsibilities of the Chair

The additional responsibilities conferred through the position of office are set out below:

General

Muir Group Board Chair - To ensure the efficient and proper conduct of the Muir Group Board’s business; working with the Chief Executive to monitor the effectiveness of the governance arrangements for the Association and the Group as a whole; and ensuring it fulfils its statutory, regulatory and constitutional obligations.

Agenda Planning and Reporting

  • To establish, with Board Members and the Chief Executive the agenda for meetings and ensure that its structure and content is consistent with the terms of reference.
  • To ensure that the quality of report writing, information and options presented, and recommendations are at a standard which enable the Board or Group Committee to carry out proper scrutiny and make effective decisions in discharging its responsibilities.
  • To ensure that the Chief Executive (MD or executive lead as appropriate) and any other relevant senior staff are available at board meetings if required.
  • To ensure the timeliness of reports allowing at least one week’s preparation prior to meetings.

Meeting Management and Decision Making

  • To satisfy themselves that every meeting has been properly convened by notice and properly constituted by the attendance of a quorum.
  • To satisfy themselves that the minutes of the meetings are an accurate and complete record and if so satisfied, to sign the same.
  • To guide meetings through the items on the agenda; encourage full participation during meetings and enable all board members to express their views.
  • To make best use of the skills, knowledge and experience of Board Members in matters that require Board planning, evaluation and decision making.
  • To seek to create consensus on complex issues, drawing together diverse views; and ensure clarity of decision making in relation to recommendations and resolutions.
  • To give immediate rulings on complaints or queries relating to the procedure and conduct of the meeting.
  • To exercise, if necessary and appropriate, a second vote in the case of equality of voting.
  • To oversee the use of policies and procedures to deal with urgent and efficient decision making between meetings.
  • To ensure that late reports are only accepted in exceptional circumstances or where previously agreed by the Board

Working with the Executive

  • To establish a constructive working relationship with the Chief Executive providing them with support, guidance and challenge.
  • To have regular engagement with the Chief Executive to receive briefings on issues of strategy, policy and other significance.
  • To ensure that the Board or Group Committee receives professional advice when it is needed either through the Chief Executive, Executive Directors, other staff, or through the use of consultants and advisers as necessary.
  • To help plan and balance the workload of the executive in terms of preparing, presenting and reporting to Board, Subsidiary Board and Group Committees meetings, plus away days and other events.
  • To ensure that the Muir Group Board delegates sufficient authority to the Group Executive to enable efficient day to day management of the Association and the Group as a whole.
  • To ensure that there is a clear division of responsibilities between the Muir Group Board and the Group Executive and other employees.
  • To take a lead in the annual appraisal of the Chief Executive.

Ambassadorial Activity

  • To play a pro-active role in internal and external communications, training and development sessions, and other Group events.
  • To represent the Group on occasion, potentially hosting events at which key stakeholders are in attendance and if required undertaking public speaking duties.
  • To build positive working relationships with the Deputy Chair, MPS Board Chair and Group Committee Chairs.
  • To build and maintain good relationships with key stakeholders in relation to the Company’s business.
  • To act as an ambassador for the Company and the Group, promoting its success and upholding its reputation through personal integrity

Board Member Performance and Conduct

  • To undertake annual reviews of the performance of each Muir Group Board Member; address any individual issues arising during the year and in consultation with the Deputy Chair and Chief Executive to agree any corrective action, training or support requirements.
  • To work with the Chief Executive to ensure compliance with the Code of Conduct; ensuring that cases are resolved in order to provide confidence in the probity of the Group as a whole.

Additional Competencies & Commitments for Muir Group Chair

Note:
This document supports (and should be read in conjunction with) the Board Member Person Specification. In application (for recruitment, contracts, and appraisal), standalone documents can be produced.

Introduction

In addition to the competencies and commitment required of all Board Members the Muir Group Chair is expected to have and demonstrate additional competencies and an enhanced level of commitment in order to effectively fulfil the duties and responsibilities required.

The additional competencies to supplement those set out in the Board Member Person Specification are set below. The enhanced level of commitment required to supersede those set out in the Board Member Person Specification are set below.

Additional Competencies for the Muir Group Chair

The additional competencies of those holding the position of office are set out below:

Leadership and Inspiration

  • Sets out a compelling view of the future; secures buy in to strategy and policy through persuasive presentation of the issues and anticipated outcomes.
  • Leads the Group through periods of change, instilling confidence in governance and providing clarity of strategic direction.
  • Projects themselves as open and approachable, leading by example, setting and maintaining high standards.
  • Inspires colleagues to achieve more and add value to board and committee work.
  • Resolves conflict and delivers solutions through negotiation and mediation.
  • Acts as a figurehead and presents themselves to others as a role model for the governance of the Association and the Group.

Management and Facilitation

  • Encourages participation in debate, makes best use of skills, listens to diversity of views, and enables constructive challenge.
  • Seeks consensus and guides decision making ensuring clarity of resolution and appropriate delegation of authority.
  • Leads and supports board members to work collaboratively and build consensus.
  • Develops a strong working partnership with the Chief Executive; providing an effective balance of challenge, guidance and support.
  • Articulates clarity of purpose and contextualises the strategic relevance of decision making.
  • Delegates to others where necessary to make best use of time and resources, and the skills and experience available amongst all Board Members.

Enhanced Commitment to the Role of Muir Group Chair

The Chair is expected to have the capacity to be able to commit to fulfilling their duties and responsibilities as a board member and as the Chair as effectively as possible. As a guide, the following commitment is expected:

  • Attending 3-4 days induction for familiarisation with the business of the Group.
  • After induction being able to commit around 40 days a year to the role (this is inclusive of the time commitment of a Board Member) to include:
    • Regular engagement with the Chief Executive and other members of the Group Executive.
    • Regular engagement with others in a position of office.
    • Effectively preparing for, attending and chairing formal meetings of the Muir Group Board.
    • Effectively preparing for, attending and participating in formal meetings of a Group Committee if a Member.
    • Attending group committees and MPS Board meetings as required by the Terms of Reference and to observe and support.
    • Attending panels, working groups and any special meetings called from time to time.
    • Preparing, attending and chairing the AGM.
    • Preparing for, and taking a lead role at, Board away days.
    • Attending training events.
    • Instigating and participating in ad hoc discussions and electronic communications between meetings with Board Members and employees.
    • Proactively maintaining good communications and effective relationships with all Board Members, the Chief Executive and other members of the Group Executive.
    • Preparing for and attending (including occasionally speaking at) Group events.
    • Participating in other ad hoc events such as Board Member and senior staff recruitment, meetings with regulators, etc.
    • Preparing, attending and managing the annual appraisal meetings for other Board Members.
    • Preparing and attending own annual appraisal meeting.
    • Managing issues relating to board member or executive performance or conduct during the year.

Board and Committee meetings are usually held in the day time. The Chair may need to attend evening meetings to fulfil some of the additional commitments. The Chair may often carry out their preparation time and engage in discussions with other Board Members during evenings and at weekends.

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