Secretary to the Trustees

As a secretary to ESC's Board of Trustee's you will play a role in providing the board with administrative support and ensuring that the meetings run smoothly and are well coordinated.

Key Responsibilities:

Secretary will:

• Organise and coordinate Board meetings, including venues where appropriate. Dates should be provided to trustees at least two months before the meeting date
• Compile and circulate trustee meeting agendas, and meeting papers before meetings after liaison with the Chair of trustees. Agendas should be circulated at least two weeks before the meeting date
• Take minutes at trustee meetings
• Circulate minutes to the founder to send on to the trustees. Minutes should be circulated within one week of the meeting date.
• Maintain lists of agreed actions from trustee meetings and communicate with trustees between meetings to ensure progress is made (via Teams to-do).
• Maintain a list of agreed actions decided between trustee meetings, for example via WhatsApp discussion between trustees, and present these at trustee meetings for formal agreement.
• Assist Founder with emails and small organisational tasks.

Skills/experience

• Minute taking experience
• Trustee or governance experience
• Experience with Microsoft 365
• Organisational skills
• Self-motivated
• Writing skills

The charity secretary is primarily responsible for the smooth and efficient running of meetings of the trustee board and any sub-committees, providing assistance and support to the chair of the board of trustees.

The charity secretary may also be closely involved in monitoring the requirements affecting the charity and its activities, and ensuring that the trustees' decisions are acted upon, and that all decisions made by the trustees are in accordance with the governing document, reflect the objects of the charity, and continue to provide public benefit.

The charity secretary should be responsible for keeping the 'conscience' of the charity, by way of ensuring that the trustees continue to take decisions and act in line with the governing document, and comply with the relevant legislative and regulatory requirements the charity is subject to.

To ensure that other meetings such as AGM, and events are properly administered

To monitor committee member action points.