Secretary to the Board of Trustees

The Secretary will act as the primary point of contact between the Association, its membership, the wider public and the Association's partner organisations.

Compliance

• Familiarity with the charity's governing document, the legal responsibilities of charities under the Charities Act 2009 and the charity's internal governance rules.


• Helping to ensure that the Trustees file all relevant statutory returns and information with the Charities Commission (e.g. annual reports, changes to the charity's details and/or trustees' details).


• Maintain the register of members and register of Trustees' interests.


• Ensuring that decisions and actions of the Trustees are accurately recorded and implemented.


• Track progress with the charity's risk register/strategic plan and ensure correspondence is brought to the attention of the Trustees.


Administration

• Ensure the timetable of bi-monthly Trustee meetings for the year ahead is agreed in advance. Collate and prepare the agenda for Trustee meetings and send notifications to Trustees at least 5 days in advance of meetings.


• Take meeting minutes to provide an accurate, impartial and balanced internal record of Trustee and other meetings. Circulating draft minutes to the Chair and Managing Trustee for approval prior to wider circulation to all Trustees.


• Ensure that hard copy minutes are stored safely and are accessible by the Chair and any other Trustee if required.


• Liaise with partner organisations and arrange meetings as required.


• Oversee the membership database (Membermojo) providing membership information and reports as required by the Trustees and assisting members with any issues. Liaison with the membership secretary who issues new joiner information/packs.


• Maintain and manage website content (Squarespace) including issuing Notices to Mariners.


• Responsible for social media on behalf of the Association.


• Responsible for collating content for bi-annual newsletter and promotional material (leaflets etc.)


General Meetings

• Issue notices of General Meetings (AGM) or Extraordinary General Meetings (EGMs) if required.


• Prepare minutes of general meetings and when approved by Trustees and members publish on the website.
  
  Strong organisational and communication skills alongside attention to detail.


• Secretarial and/or administrative experience.


• IT literate (MS office, website content management, database management)


• Reliability and integrity.


Ideal Experience - Worked in charitable or not-for-profit sectors but this is not a pre-requisite as training/support will be given.