Volunteer Executive Secretarial Trustee (Potential to become a Trustee)

What will you be doing?

The role of Executive Secretarial Trustee is to take minutes at Board meetings for the Third Age Project, manage the full logistics associated with the collation, distribution of the agenda for all Trustee Board meetings and Committee meetings, making recommendations to the Chair. to maintain strong Charity Governance. The role requires strong collaboration, a willingness to drive activity, self-driven proactivity and high attention to detail. The purpose of the role is to deliver, as part of our busy team, the Charities commitment to comply with relevant company law, Charity Governance, regulation, and best practice governance principles. Governance is at the core of the Third Age Project and the Trustees recognise that the Board Secretary as a vital role.

What are we looking for?

Personal Qualities

Demonstrate a strong and visible passion and commitment to the charity, its strategic objectives and cause Demonstrate tact and diplomacy, with the ability to listen and engage effectively Ability to participate in a collaborative team environment Ability to commit time to conduct the role well; Board meetings are every two months with a half day strategy day once per year.

  Experience and Skills

Experience of performing a secretarial role in an organisation will be helpful. Good communication and stakeholder appreciation skills Demonstrable ability to handle sensitive subject matters and confidential information Experience of charity governance would be highly desirable Company secretarial knowledge and experience Desirable: An experienced and knowledgeable qualified ICSA/CG member of the Chartered Governance Institute

What difference will you make?

Key Responsibilities The Board Secretary will attend and record Board meetings, take minutes and complete correspondence on behalf of the Board of Trustees and Charity.

Supporting the Chair and General Manager in ensuring the Board of Trustees and its Committees function efficiently and effectively. This means setting up the meetings, coordinating the agenda, proactively ensuring quorum. Producing and maintaining forward plans, drafting agendas, collating meeting papers and ensuring follow-up on action points.   Providing a governance and secretarial service to the Board, Board Committees, and any necessary Internal Committees (if required). Maintaining and updating the statutory records, ensuring the timely filing of statutory returns and filings is completed by the General Manager. Proactively managing the Board of Trustees annual calendar. Attending Board of Trustees meetings and minute-taking. Send out meeting invites for the Board meetings to all required parties. Produce and distribute the Board agenda prior to Board meetings (liaising with the Trustees and General Manager). Document the meeting minutes/actions and distribute. Play an active role by providing guidance, and being a strategic adviser, to the Trustees and management on relevant Corporate and Charity governance requirements. Adopt a continuous improvement approach

Policies/governance structures Flag legislative changes Attend risk/governance committee meetings where applicable to the position

Assist with any other Charity related administrative tasks as required by the Board members.