ROLE DESCRIPTION
Ensuring compliance
• Maintaining the register of trustees and their interests
• Making sure that the charityÂ’s governing document’s T&Cs are known, respected and acted on by trustees
• Helping to ensure that trustees file all relevant statutory returns and information
• Tracking progress with the charity’s risk register and strategic plan
• Organising training that enhances trustees’ understanding of, and ability to discharge, their duties as charity trustees
• Setting up and supporting a programme of trustee reviews
Maintaining efficient and effective board meetings
• Making sure the timetable of meetings for the year ahead is agreed
• Notifying trustees (and others where applicable) of board meetings
• Working with the chair to set each board meeting agenda
• Making sure any correspondence for trustees is brought to the attention of the board
• Circulating papers for meetings in timely fashion
• Ensuring the venue/virtual platform is prepared appropriately
•… Checking a quorum
• Taking the minutes at board meetings, keeping a record of all issues discussed, decisions taken and any actions
• Issuing draft minutes to charity trustees
• Working with the chair and other trustees to ensure that the draft minutes are accurate before they are formally approved
• Ensuring that minutes are stored safely and are accessible to any trustee if require
Servicing other meetings
• Playing a support role in setting up and running other meetings as required by trustees
PERSON SPECIFICATION
Key expertise:
• Governance – have a deep understanding and previous experience of governance and its importance, particularly in respect of charities. This includes understanding the key role that a Board Secretary plays, duties in respect of compliance to the Charity Commission etc. This may have been gained at a senior position within a company or through prior Board/Committee experience.
• Office & Administration Management – Previous experience of business support to ensure that the Board’s operational function is well supported and runs effectively. This will facilitate faster decision-making and enable the Board to focus on its strategic work
