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