Part-time Minute Taker and Board Support Officer
The Minute Taker/Board Support Officer will be accountable to the Chair of Portarlington Credit Union for taking the minutes of board meetings and providing secretarial support to the board of directors of the credit union.
Minute Taking
* Take the minutes of all board meetings and the Annual General Meeting;
* Circulate minutes for review/amendment;
* Circulate minutes sufficiently in advance of each meeting to allow adequate time for review;
* Process any minute amendments proposed and agreed at subsequent meetings.
* Maintain version control on all copies of minutes;
* Treat all information encountered with the highest level of confidentiality;
* Maintain high level of security around the minutes;
* Ensure appropriate disposal of documentation, in line with the credit union's document retention policy, is completed in a secure manner, e.g. confidential shredding etc.;
* Operate computers and other office equipment as required, following appropriate training;
* Attend training programmes and workshops as required by the credit union;
* Be aware of and comply with all Health and Safety regulations as directed by the credit union;
* Undertake such other reasonable and lawful duties as may be directed from time to time by the Chair of the Board and/or the Chairperson of the Board.
Board Support
* Drafting responses to quarterly Internal Audit reports on behalf of the Board of Directors for subsequent discussion/approval at board meetings
* Drafting responses to External Interim and Final Audit reports for subsequent discussion/approval at board meetings
* Drafting responses to quarterly BOC reports
* Completion of annual Register of Matters
* Central Bank notification of changes to Directors/BOC/Statutory Committees
* Annual review of Committee Terms of Reference and update if appropriate
* Ensure review of Committee performance is in committee reports at least annually
* Support documentation for annual volunteer performance reviews and filing of same
* Support documentation for Board's review of its own performance at least annually
* Schedule performance review of CEO with Board/Executive with associated documentation
* Monitor completion of key Governance/Nomination Committee milestones e.g. training records, reminders on key documents due for board review, preparation of annual volunteer forms including Related Parties, F&P Declaration, Minimum Competency declarations, annual fitness and probity reports from Stubbs Gazette etc.
* Administrative support for Complaints Committee if and when convened
* Drafting of responses to complaints
* Administrative support for Nomination Committee if and when convened
* Ad hoc IT support for directors/volunteers including user profiles, email,, Sharepoint admin etc.
This list is not exhaustive and may be amended with your agreement.
The skill set for these roles will include:
· Excellent secretarial skills;
· Expert user of Microsoft Office and MS Word in particular;
· Previous experience taking minutes of meetings or role specific training relevant to this position
or willingness to undertake appropriate training quickly
;
· Ability to deal with confidential and/or sensitive issues and information;
· Flexibility in relation to the timing of the hours worked to coincide with board meetings, which usually take place in the evenings;
· Ability to work alone and bring queries to the relevant parties;
· Ability to juggle conflicting demands and effectively prioritise;
· Excellent communication skills both written and oral;
· Organised in approach to work;
· Excellent attention to detail;
· An enthusiastic attitude;
· Responsible and discreet.
Applications in the first instance should be emailed to
Closing date for applications is: Friday 12
th
September 2025
Contact for a copy of the Recruitment Privacy Notice.
Portarlington Credit Union is an Equal Opportunities Employer and is regulated by the Central Bank of Ireland.