Secretary of the Board of Trustees


JOIN OUR TEAM! We are recruiting for a Secretary of the Board of Trustees. Do you have previous board, governance, and/or strategic experience? Do you approach challenges with a positive and 'can-do' outlook?


As well as fulfilling the basic requirements of a trustee, which can be found here, the role of Secretary requires additional skills outlined below.



If this sounds like a role for you, then find out more information below. To apply, please send your CV and cover letter to:

recruitment@indigovolunteers.org


Applications close on the 12th of November, 2020.


ROLE DESCRIPTION ________________________

Role Title: Secretary of the board of Trustees 


Location: This role can be conducted remotely. Quarterly meetings in London where possible. 


Reporting to:  Chair of the Board of Trustees


Time Commitment: Four - six board meetings per year, an annual strategy day as well as other activities between meetings as required by the role.  


Duration: Probation period 3 months, including attendance at a board meeting. Minimum commitment 2 years, maximum 5 years. 


Remuneration: The role of Secretary is not accompanied by any financial remuneration, although expenses for travel may be claimed. 


General Trustee Role: Below outlines the specific role of the Secretary. It is essential that you also read the Advisor to the Board of Trustees role profile here which outlines your general responsibilities as a trustee. 

OVERVIEW OF THE ROLE

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The charity Secretary is primarily responsible for the smooth and efficient running of meetings of the board of trustees and any sub-committees, providing assistance and support to the Chair of the board of trustees. The charity secretary will be closely involved in monitoring the compliance with relevant legislative and regulatory requirements affecting the charity and its activities. They ensure that all decisions made by the trustees are in accordance with the governing document, reflect the objectives of the charity, and continue to provide public benefit. They also ensure that all meetings and events are properly administered and that the trustees’ decisions are acted upon.



RESPONSIBILITIES

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Meetings & Administration

  • Liaise with the Chair and Chief Executive Officer to plan, arrange and produce agendas and supporting papers for Trustee and AGM meetings.

  • Produce and share the subsequent minutes of meetings. 

  • Accurately record decisions and actions in the minutes and report at the next board meeting on the progress of actions and the result of decisions.

  • Deal with correspondence, writing letters and/or emails as agreed at board meetings, summarizing correspondence/emails received at the next board meetings and drafting replies as appropriate.

  • Make arrangements for any necessary reporting to be done. 

  • To act as the holder of statutory registers and books, and other legal and important documents such as insurance policies.

  • Advise and guide the board of any legal and regulatory implications of the charity’s strategic plan.

Governance

  • Liaise with relevant staff, board members and/or volunteers to ensure that charity law, and regulatory requirements of reporting and public accountability are complied with, and that the appropriate policies and procedures are in place and support the production of the documentation. 

  • Ensure that all meetings comply with the requirements of the governing document. 

  • Ensure that trustee decisions are implemented in accordance with the charity’s governing document or other internal operational procedures

Human Resource

  • Support the Trustees in fulfilling their duties and responsibilities, organising trustee induction and ongoing training.

The above list is indicative only and not exhaustive. The Secretary will be expected to perform all such additional duties as are reasonably commensurate with the role.


TERMS 

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The charity’s Secretary (and board members) will serve a minimum two-year term, maximum five-year term. The Secretary has the right to attend any working groups or sub-committees.



PERSONAL DESCRIPTION

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In addition to the qualities required of a Trustee of the Charity, the Secretary must also meet the following requirements:


EXPERIENCE

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  • Experience, skills and expertise in charity law. 

  • Significant experience of writing agendas, concise minutes and keeping accurate records. 


KNOWLEDGE AND SKILLS

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  • Excellent verbal and written communication skills.

  • Effective time management and organisational skills. 

  • Great listening, oral and literacy skills.

  • Record keeping, information retrieval and dissemination of data/documentation to the Trustees and relevant parties.

  • Knowledge of Charity law and the voluntary sector. 

  • Competent computer user and able to communicate regularly by email.


Indigo Volunteers are committed to upholding an equal and fair working environment free from discrimination on the grounds of gender, marital status, race, ethnic origin, nationality, disability, sexual orientation, mental health, religion or age. We recognise that having a diversity of experiences and perspectives is crucial to growing and improving as an organisation and encourage applications from people who are similarly motivated by these values.


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