Secretary (Trustee) - Cascade Baby Bundles
This grid shows when you can volunteer for this organisation. E.G Monday morning.
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 a member of staff and ensure that they have been carried out.
In addition to the general responsibilities of a trustee, duties of the secretary are as follows.
• Preparing agendas in consultation with the chair and chief executive, 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/staff
• 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 that trustees and staff have carried out actions agreed at a previous meeting
• Circulating agendas and minutes of the annual general meeting and any special or extraordinary general meetings (where required)
• In organisations that are companies, fulfilling the functions of a company secretary if these responsibilities have not been delegated to a member of staff
• Sitting on appraisal, recruitment and disciplinary panels as required
• A commitment to the organisation
• A willingness to devote the necessary time and effort
• Strategic vision
• Good, independent judgement
• An ability to think creatively
• A willingness to speak their mind
• An understanding and acceptance of the legal duties, responsibilities and liabilities of trusteeship
• An ability to work effectively as a member of a team
• A commitment to Nolan’s seven principles of public life: selflessness, integrity, objectivity, accountability, openness, honesty and leadership
In addition to the person specification for a trustee, the secretary should have the following qualities.
• Organisational ability
• Knowledge or experience of business and committee procedures
• Minute-taking experience, if this is not being delegated to staff