Role Description

Board Member – Secretary

Duties specific to the role of Secretary

  1. Preparing agendas in consultation with the chair and circulating them and any supporting papers in good time
  2. Making all the arrangements for meetings (booking the room, arranging for equipment and refreshments, organising facilities for those with special needs, etc)
  3. Receiving agenda items from other members/staff
  4. Checking that a quorum is present
  5. Taking minutes (or being responsible for them being taken) and circulating draft minutes to all members
  6. Ensuring that the minutes are signed by the chair once they have been approved
  7. Checking that members and staff have carried out actions agreed at a previous meeting
  8. Circulating agendas and minutes of the annual general meeting and any special or extraordinary general meetings (where required)
  9. Keeping an action log
  10. Maintaining and ensuring annual processes are undertaken including, annual conflict of interest statements from Board Members, annual returns to the Guernsey registry are updated or amended if needed, and that DBS records for Board members are verified and up to date

General Board Member Duties

  1. Ensuring that the organisation pursues its stated objects (purposes), as defined in its governing document, by developing and agreeing a long-term strategy
  2. Ensuring that the organisation complies with its governing document (ie memorandum and articles of association), charity law, company law and any other relevant legislation or regulations
  3. Ensuring that the organisation applies its resources exclusively in pursuance of its charitable objects (ie the charity must not spend money on activities that are not included in its own objects, however worthwhile or charitable those activities are) for the benefit of the public
  4. Ensuring that the organisation defines its goals and evaluates performance against agreed targets
  5. Safeguarding the good name and values of the organisation
  6. Ensuring the effective and efficient administration of the organisation, including having appropriate policies and procedures in place
  7. Ensuring the financial stability of the organisation
  8. Protecting and managing the property of the charity and ensuring the proper investment of the charity’s funds
  9. Following proper and formal arrangements for the appointment, supervision, support, appraisal and remuneration of the chief executive (if the charity employs staff)

In addition to the above statutory duties, each member should use any specific skills, knowledge or experience they have to help the Board reach sound decisions. This may involve scrutinising board papers, leading discussions, focusing on key issues, providing advice and guidance on new initiatives, or other issues in which the member has special expertise.

Person Specification

In addition to the person specification for a member, the secretary should have the following qualities.

  • Organisational ability
  • Knowledge or experience of business/charity and committee procedures
  • Minute-taking experience, if this is not being delegated to staff

How to apply

If you would like more information about the charity, email to arrange a chat with our CEO Bella Farrell. If you are interested in applying, please email your letter of interest to Louise Misselke, Chairperson of our Board of Directors email: