General Secretary

In addition to the general responsibilities of a trustee, duties of the secretary are as follows.

Preparing agendas in consultation with the chair and circulating them and any supporting papers in good time
Making all the arrangements for meetings (booking the room, arranging for equipment and refreshments, organising facilities for those with special needs, etc)
Receiving agenda items from other trustees/volunteers
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, in conjunction with the Chairperson, that trustees and volunteers have carried out actions agreed at a previous meeting.
Maintain accurate and up-to-date membership records, issuing renewal notices and recording subscription/membership fees together with the treasurer.
Circulating agendas and minutes of the annual general meeting and any special or extraordinary general meetings (where required) Ensure that committee meetings and the AGM are run according to the constitution and the Charity Commission’s requirements
o Ensure nominations for trustees and specific executive roles are received in time and in the correct format.
o Ensure voting procedures are followed correctly.
o Ensuring that any required business is dealt with (such as appointment of auditors).

Sitting on appraisal, recruitment and disciplinary panels as required

Specifically
To ensure that the requirements of the Charities Commission are met;
o that committee meetings are properly administered and recorded.
o that the list of Trustees is kept up to date.
o to ensure that the AGM, EGMs etc are properly administered.
o that membership records are kept up to date.
o that annual returns are made to the Charities Commission as appropriate and in the correct format.

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

Knowledge or experience of business and committee procedures

Minute-taking experience if this is not being delegated to another.

• To be able to delegate and/or organised and methodical.
• Have knowledge of Charities law relating to the Secretary’s role.
• Have a good knowledge of the organisation’s own constitution.
• Able to give clear advice on procedural matters.
• A good knowledge of IT is required. There is a need for the ability to compose and send emails, to create documents, to download and open documents, and attach documents to email. Occasionally video technology is used for meetings and support can be given if this is unfamiliar to you.

Note: The role of the secretary is to support the chair by ensuring the board functions smoothly. The secretary may carry out their duties directly or delegate them to another Trustee or Volunteer and ensure that they have been carried out.

Bus Office, Methodist Church Hall, Main Street, Shildon, DL4 1AH

We would prefer a local person, but the payment of travel expenses will be considered on an individual basis.
DBS not required for this role.
Training will be sourced and provided as identified according to the needs of the individual and the volunteer will be mentored to help them settle in.

You will be part of a small and friendly team of volunteers and will have social opportunities by working in our office.
You will develop your skills as a general Secretary for a charity which will be transferable into paid employment.
Gain new skills, make new friends, better mental and physical health, improve your confidence, give something to the community.

Some work can be done from home if desired. The office is open 5 half days a week and covered by volunteer admin staff between 9.30am and 12.00 noon. You may be asked to take your turn to cover the office during which time secretarial duties can be performed.