Board Vacancy – Secretary (Volunteer)

Ty SnowdonNews

Board Vacancy – Secretary (Volunteer)

 

Sunflowers is an independent charity which provides a broad range of support services for local people affected by cancer.

Last year we celebrated 30 years of serving the community, and delivered over 20,000 hours of cancer support interventions.

2016 was also our best fundraising year on record, but, due to huge local cuts to voluntary sector grants, it was also our last year of NHS funding. This enormous blow to our fortunes represents a real threat to the future of our charity and the service it provides.

Thanks to our fantastic volunteer team, we are still open, and Sunflowers is planning to carry on supporting local cancer patients and survivors well into the future, but our charity is now 100% dependent on public donations to carry on our vital work.

We are currently working on development and sustainability plans and our Board is taking the necessary steps to strengthen the charity and the service is provides.

Our Board is now looking to recruit someone with the relevant skills and experience in the role of Company and Board Secretary. This role is voluntary and will suit someone who is able to commit at least two hours a week.

Any interested parties who would like to know more about the charity are welcome to attend our Supporter Open Evening on Monday 23rd October 2017 (6.30pm) at our HQ, 21 Aigburth Rd, Liverpool, L17 4JR.

Alternatively, you can arrange to have an informal chat with one of our existing board members by contacting in the first instance the Project Manager (emma@liverpoolsunflowers.com or call 0151 726 8934).

Formal applications for the role can be made by submitting a CV and covering letter by post or email to:

Stuart Speeden (Acting Chair – Maternity Cover)

Sunflowers, 21 Aigburth Road, Liverpool, L17 4JR

Or emailed to:

Emma@liverpoolsunflowers.com

 

Registered Charity 516462

 

Secretary Role

 

Overall

 

  • To ensure that committee meetings are properly administered.
  • To ensure other meetings, such as the AGM, and events are properly administered.
  • Keep membership records up-to-date.
  • Monitor committee member action points.

 

Specifically

 

  • Plan and prepare the committee meetings and the AGM with others as appropriate.
    • Planning meeting dates, booking rooms, sending out notifications, minutes and other papers.
    • Drawing up agendas together with the Chair.
  • Minute committee meetings or ensure that another minute taker is available.  In the case of closed meetings (with no others present) the secretary will take the minutes.
  • Accurately record decisions and actions in the minutes and report to the next committee meeting on the progress of actions and the result of decisions.
  • Maintain accurate and up-to-date membership records, issuing renewal notices and recording subscription/membership fees together with the treasurer.
  • Deal with correspondence, writing letters/emails as agreed at committee meetings, summarising correspondence/emails received at the next committee meetings and drafting replies as appropriate.
  • Make arrangements for any necessary reporting to be done.  For example the annual report to members.
  • To ensure that the requirements of Companies House1 are met;
    • that committee meetings are properly administered and recorded.
    • that the list of Directors at Companies House is kept up-to-date.
    •  to ensure that the AGM, EGMs etc are properly administered.
    • that membership records are kept up-to-date.
  • Ensure that annual returns are made to regulatory bodies2 as appropriate and in the correct format.
  • Ensure that committee meetings and the AGM are run according to the constitution3 and Companies House requirements.
    • Ensure nominations for director are received in time and in the correct format.
    • Ensure voting procedures are followed correctly.
    • Ensuring that any required business is dealt with (such as appointment of auditors).
  • Ensuring that committee meetings including decisions and actions are adequately minuted.
  • Ensure accurate and up-to-date membership records are maintained in accordance with the constitution and Companies House requirements.
    • Ensure that the annual return to Companies House is made on time.

1Companies House is the regulatory body for registered Companies.
2Generally the Company Secretary will also take responsibility for ensuring that reporting is carried out for all other regulatory bodies as well.

3The proper name for a constitution of a company is The Memorandum and Articles of Association


Qualities

 

  • Organised and methodical
  • Able to take good minutes.
  • Able to keep accurate records.
  • Meeting organisation and protocol.
  • To be able to delegate and/or organised and methodical.
  • Have knowledge of Company Law relating to the Company Secretary’s role.
  • Have a good knowledge of the organisation’s own constitution.
  • Able to give clear advice on procedural matters.