Volunteer Secretary to the Board of Trustees

What will you be doing?

In addition to the general responsibilities of a trustee, duties of the secretary include the following:

Making all the arrangements for meetings (where necessary; booking the room, arranging for equipment and refreshments, organising facilities for those with special needs, etc)  Receiving agenda items from other trustees/staff  Checking that a quorum is present  Taking minutes (or being responsible for them being taken) and circulating draft minutes to all trustees  Ensuring that the minutes are signed by the chair once they have been approved  Checking that trustees and staff have carried out actions agreed at a previous meeting  Circulating agendas and minutes of the annual general meeting and any special or extraordinary general meetings (where required) Sitting on appraisal, recruitment and disciplinary panels as required 

Together with the chair:

organising the meetings and ensuring the general smooth running of the organisation. 

What are we looking for?

Knowledge and skills

To be able to delegate and/or organised and methodical. Knowledge or experience of business and committee procedures  Knowledge of Charity law and the voluntary sector. Have good knowledge of the organisation’s own constitution Able to give clear advice on procedural matters Ensure accurate and up-to-date membership records are maintained in accordance with the constitution and Companies House requirements. Able to exercise independent judgement and take reasonable care, skill and diligence in their role on the Board.

In addition to the person specification for a trustee, the Secretary should have the following qualities.

Organised and methodical and able to keep accurate records Understanding and acceptance of the legal duties, responsibilities and liabilities of Trusteeship. Demonstrate a strong and visible passion and commitment to the charity, its  strategic objectives and cause Demonstrate tact and diplomacy, with the ability to listen and engage effectively Ability to foster and promote a collaborative team environment  Ability to commit time to conduct the role well, including travel and attending events out of office hours Able to exercise independent judgement and take reasonable care, skill and diligence in their role on the Board.

What difference will you make?

As secretary your role is to support the chair by ensuring the board functions smoothly. You will liaise with the Chair, and other members of the committee, to plan, arrange and produce agendas and supporting papers for Trustee and AGM meetings and for drafting the subsequent minutes.  You will also report to the next committee meeting on the progress of actions and the result of decisions. The secretary may carry out their duties directly or delegate them to a member of staff and ensure that they have been carried out.