Role Summary
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To ensure that board meetings are properly administered.
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To ensure other meetings, such as the AGM, and events are properly administered.
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Keep trustee records up-to-date.
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Monitor trustee member action points.
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Understand this is a voluntary post
Main roles of the Secretary Trustee
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Plan and prepare the board meetings and the AGM with others as appropriate.
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Planning meeting dates, booking rooms, sending out notifications, minutes and other papers.
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Drawing up agendas together with the Chair and/or Executive Officer.
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Minute meetings or ensure that another minute taker is available. In the case of closed meetings (with no others present), the administrative trustee will take the minutes.
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Accurately record decisions and actions in the minutes and report to the next meeting on the progress of actions and the result of decisions.
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Maintain accurate and up-to-date membership records, issuing renewal notices and recording fees together with the finance trustee.
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Deal with correspondence, writing letters/emails as agreed at committee meetings, summarising correspondence/emails received at the next meetings and drafting replies as appropriate.
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Make arrangements for any necessary reporting to be done. For example the annual report to members.
Person Specification
Essential
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Competent use of IT skills.
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Proven ability to communicate and explain information to members of the Board and other stakeholders.
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Understanding and acceptance of the legal duties, responsibilities and liabilities of trusteeship.
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Good communication and leadership skills
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To be organised and methodical
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Able to take good minutes.
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Able to keep accurate records.
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Has the relevant skills to organise a meeting well.
Desirable
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Demonstrated knowledge and experience of charity practices.
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Dedicated to the organisation’s cause and objectives and willing to act as the charity’s ambassador to external bodies, charities and companies.
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Skills and experience in one or more areas of non-executive governance and management e.g. strategic planning, business management, financial/accountancy, understanding of HR issues.
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A team-oriented approach to problem-solving and to management.
Time Commitment
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The Board meets at least 4 times a year and the administrative trustee is expected to be available for at least 3 in a year
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You will be asked to either minute or organise a minute taker for any sub-committee which will meet 2 times in a year
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Attendance at award meetings or fundraising meetings is optional