Volunteer Minutes Secretary

Main Purpose of Job,

•       Preparing the paperwork and minutes of governing body meetings in line with standards and regulations

•       Managing the communication of information and documentation in line standards and procedures

Main Duties of the Post

Role

1

Administration of meetings:

1.1

Liaise with the Chair of Trustees and Executive Director before a meeting to prepare and discuss the agenda and papers.

1.2

Record attendance at meetings

1.3

Draft minutes of governance meetings, indicating who is responsible for any agreed action with timescales and send drafts to the Chair and other agreed personnel for formal approval.

1.4

Circulate the approved draft to all Trustees and Executive Director within the timescale agreed.

1.5

Update the electronic minutes file.

1.6

Contribute to the election and appointment process for new governor.

1.7

Contribute to the induction and training of new trustees.

1.8

Contribute to the maintenance of the database to ensure up to date records of names, addresses, categories of governor and their term of office.

1.9

Support the Chair and Executive Director with the maintenance of the electronic record of signed minutes of meetings, and ensure copies are sent to relevant bodies on request and are published as agreed.

2

Generic Duties and Responsibilities

2.1

Comply with all Trust policies and procedures and work in accordance with the Code of Conduct for Volunteers

Person Specification

Post: Volunteer Minutes Secretary

The Trust is committed to safeguarding and promoting the welfare of children and young people, and expects all staff, other workers, and volunteers to share this commitment.

1

Qualifications / Training / Experience

1.1

GCSE A*-C in Mathematics, English 

2

Skills and Aptitudes (must be able to evidence the following to a high standard)

2.1

Good listening, oral and literacy skills;

2.2

Writing agendas and accurate concise minutes;

2.3

High standard of literacy;

2.4

High standard of IT skills the minutes secretary is expected to use a laptop to take minutes directly during meetings;

2.6

Ability to deal with confidential and sensitive information with tact and applying data protection and data sensitivity principles at all times.

2.7

Able to work within recognised procedures and respond to unexpected problems and situations.

3

Mandatory Requirements

3.1

A DBS check at an enhanced level must be obtained

3.2

References that confirm suitability to work with children, reference must be provided from current/most recent employer. References will not be accepted from members of candidate’s families or acting purely as a friend.

3.3

Be able to work at times convenient to the governing body, including evening meetings at an appropriate venue.

3.4

Be available to be contacted at mutually agreed times