Role Description

The role of the secretary is to support the charity in ensuring the smooth functioning of the Board of Trustees.

The Secretary’s tasks include:

  • Ensure Responsible Administration
  • To prepare agendas in consultation with the Chair 
  • To circulate agendas and any supporting papers in good time
  • To receive agenda items from other board members
  • To check that quorum is present
  • To minute meetings and circulate the draft minutes to all board members
  • To ensure that the chair signs the minutes once they have been approved
  • To check that board members and staff have carried out agreed actions
  • To circulate agendas and minutes of the annual general meeting (AGM) and any special or extraordinary general meetings
  • To ensure up-to-date records are kept of board membership
  • To ensure that the charity complies with the requirements of the Scottish Charities’ Regulator (OSCR) in terms of registration, reporting, changes to governing documents and trustees 
  • Make Arrangements for Meetings
  • To ensure arrangements for meetings are met (booking the room, arranging for equipment and refreshments, organising facilities for those with special needs, etc)

Other Duties

  • To sit on appraisal, recruitment and disciplinary panels as required

Qualities and Skills Required

  • Commitment to environmental improvement and sustainable island life on Arran
  • Organisational ability
  • Experience of committee work and procedures
  • Minute-taking experience 
  • Good communication and interpersonal skills
  • Impartiality, fairness and the ability to respect confidences
  • Approachable and sensitive to the feelings of others
  • Well organised and an eye for detail
  • Ability to work well with the Trustee Board
  • Good timekeeping

Time Commitment:

 The role of Secretary requires an estimated commitment of 10-15 hours per month