Secretary / Administrator

If you are interested in applying to be a secretary/administrator, please contact the advice centre you are interested in working at.


Role Description

Location
Rushcliffe Borough: Advice centres currently in Bingham, Cotgrave, Keyworth, Radcliffe and West Bridgford.

Supervising member of staff
Chair of Trustees

Volunteer Role Title
Secretary/Administrator

Purpose of Role
The overall role of a secretary is to maintain an overview of the Advice Centre’s affairs, ensuring accurate records are kept and that it is compliant with relevant policies, procedures and legislations.

Responsibilities /Role description

Taking responsibility for the correct administration for the charity:

  • Ensuring meetings are effectively organised and minuted
  • Maintaining effective records and administration
  • Upholding the legal requirements of governing documents
  • Communication and correspondence for the centre and Management Committee

Although the Secretary ensures that these responsibilities are met, tasks may be delegated to other volunteers or members of the centre.  Given these responsibilities, the Secretary often acts as an information and reference point for the Chair and other committee members: clarifying past practice and decisions; confirming legal requirements; and retrieving relevant documentation.

Ensuring meetings are effectively organised and minuted:

  • Liaising with the Chair to plan meetings
  • Receiving agenda items from committee members
  • Circulating agendas and reports
  • Taking minutes (unless there is a minutes secretary)
  • Circulating approved minutes
  • Checking that agreed actions are carried out

Maintaining effective records and administration:

  • Keeping up-to-date contact details (i.e. names, addresses and telephone numbers) for the management committee and (where relevant) ordinary members of the organisation
  • Filing minutes and reports
  • Compiling lists of names and addresses that are useful to the organisation, including those of appropriate officials or officers of voluntary organisations
  • Keeping a record of the organisation’s activities
  • Keeping a diary of future activities

Upholding legal requirements:

  • Acting as custodian of the organisation’s governing documents
  • Checking quorum is present at meetings
  • Ensuring elections are in line with stipulated procedures
  • Ensuring organisation’s activities are in line with its objects
  • Sitting on recruitment and disciplinary panels, as required/ relevant

Communication and correspondence:

  • Responding to all committee correspondence
  • Filing all committee correspondence received and copies of replies sent
  • Keeping a record of any of the organisation’s publications (e.g. leaflets or newsletters) and reporting the activities of the organisation and future programmes to members, the press and the public
  • Preparing a report of the organisation’s activities for the year, for the Annual General Meeting

Personal qualities and skills required

  • Experience of administration and good organisational skills
  • Attention to detail
  • Good communication and interpersonal skills
  • A willingness to be contacted on an ad hoc basis
  • Ability to ensure decisions are taken and followed-up
  • Good time-keeping

Time Commitment Required

The role of the Secretary requires an estimated commitment of 2-4 hours per month