Pensions Scheme Secretary

Play a pivotal role at the heart of our pension governance.

We’re looking for a proactive and highly organised Scheme Secretary to ensure the smooth and effective running of our Trustee Board for the Company’s closed Defined Benefit Scheme. In this influential role, you’ll drive best‑in‑class governance standards, oversee key secretariat processes, and act as a trusted partner to the Head of Pensions UK&I and the Chair of the Trustee Board.

You’ll take the lead in managing all Trustee Board and Committee meeting activity — from scheduling and agenda-setting to preparing high‑quality papers and coordinating contributions from scheme advisers and service providers. You’ll also be at the forefront of ensuring full compliance with statutory reporting and governance requirements, helping the Trustee make confident, well‑informed decisions.

Based in Northampton with hybrid working, this is an exceptional opportunity to shape governance excellence and support the long‑term success of the Scheme.

Pay, benefits and more:

We’re looking to offer a competitive salary and 25 days annual leave (plus bank holidays). Your benefits package includes a company car or car allowance, a company sponsored pension scheme, private medical & dental insurance, a 24/7 online GP service, life assurance and a fully comprehensive employee assistance programme. You’ll also have access to our MyBenefits platform offering a variety of high street discounts, a cycle to work scheme, cashback cards, a saving scheme and much more! 

What you’ll do on a typical day:

• Lead all Trustee and Committee meeting operations – scheduling, agendas, high‑quality papers, minute‑taking, action tracking, and maintaining complete records
• Drive governance excellence – be responsible for  statutory reporting, Scheme Returns, annual accounts, SIP/Implementation Statement/TCFD production, and ensure all policies, procedures, and Terms of Reference are up to date
• Manage risk and compliance activities – maintain risk registers, oversee IDRP cases, complete the Scheme’s Own Risk Assessment, support ESOG requirements, and ensure adherence to data protection and regulatory changes
• Build strong relationships with Trustees, advisers, and providers – coordinate inputs, attend service review meetings, run update calls, and act as a key contact for the Head of Pensions and Chair
• Support Trustee effectiveness and development – oversee inductions, training logs, TKU assessments, board evaluations, skills and diversity reviews, and ongoing capacity and capability programmes
• Oversee financial and operational administration – manage the annual budget, track invoices, handle member communications, support SOX controls, and ensure accurate maintenance of all Scheme documentation and logs

What you need to succeed at GXO:

• Proactive, self‑motivated professional with the confidence to work independently while seeking guidance when needed, and with extensive experience as a Scheme Secretary
• Deep knowledge of Defined Benefit schemes with a strong track record of attending and minuting Board and Committee meetings, plus the ability to brief and update Trustees effectively
• Skilled collaborator with proven experience working with trustee advisers, influencing senior stakeholders, and leading or sponsoring governance‑related projects
• Solid pensions background, ideally with some DC and pensions administration exposure to support the review of individual member cases; experience using Decisions meeting‑management software is helpful but not essential
• Highly qualified governance specialist, ideally APMI qualified (or equivalent) with substantial governance expertise and build strong relationships with senior Trustee board members

We engineer faster, smarter, leaner supply chains.

GXO is a leading provider of cutting-edge supply chain solutions to the most successful companies in the world. We help our customers manage their goods most efficiently using our technology and services. Our greatest strength is our global team – energetic, innovative people of all experience levels and talents who make GXO a great place to work. GXO is an equal opportunity employer. We celebrate, support and thrive on diversity and are committed to creating an inclusive environment for all employees.  We believe that diversity and inclusion in our business is critical to our success as a global company, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool. We are an Armed Forces friendly organisation and Disability Confident Leader as part of the Disability Confident Scheme (GIS) and actively welcome applications from people with disabilities.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All employees may be required to perform duties outside of their normal responsibilities from time to time, as needed. Review GXO's candidate privacy statement here.