Secretary to the Board

The Secretary will:

·      Organise and coordinate Board and Management Committee meetings, including venues and virtual attendance options where appropriate;

·      Compile and circulate Board and Management Committee meeting agendas, and meeting papers before meetings after liaison with the Chair. Agendas should be circulated at least one week before the meeting date;

·      Take minutes at Board and Management Committee meetings;

·      Circulate minutes to Directors, and relevant staff. Minutes should be circulated within one week of the meeting date;

·      Maintain lists of agreed actions from Board and Management Committee meetings and communicate with Directors and relevant staff between meetings to ensure progress is made;

·      Organise for policies and procedures to be reviewed and approved by the Board, as required.

Essential skills/experience

● Organisational skills

● Initiative-taking

● Written and verbal communication skills

Desirable skills/experience

● Minute taking experience

● Trustee or governance experience (NB: This is not a governance role.)

Practical expectations

Board meetings take place 4-6 times per year. Meeting dates will be provided at least 2 months in advance. Meetings are likely to last 2-3 hours, and usually take place during typical working hours (9-5) but may occasionally fall outside of these hours to facilitate the greatest level of attendance.

Management Committee meetings take place between Board meetings to ensure progress is made on agreed actions and vary in frequency depending on level of need. Committee meetings are likely to last 1-2 hours and take place during staff working hours.

This is a voluntary role.