Role OverviewThe charity secretary plays a pivotal role in ensuring the smooth administration and compliance of the charity. This position involves a blend of administrative, organisational and communication tasks to support the effective governance of the charity.Key ResponsibilitiesAdministration and complianceMaintain accurate register of members and trusteesEnsure the charity/trustees are aware of the requirement to comply with the relevant codes such as the Charities code of conduct for trustees and the charities governance code and any other regulatory requirementsUnderstand and uphold the charity’s governing documents and legal responsibilitiesCheck emails (info@shankillcfr.ie & shankillcfr@gmail.com) and respond or forward to relevant persons.Meeting preparation and documentationOrganise and prepare for board meetings, including setting agendas in collaboration with the chairpersonChecking that the quorum is present (minimum 3 persons)Take and distribute accurate meeting minutes, working closely with the Chairperson to ensure that the draft minutes are accurate.Issuing draft minutes to charity trustees for consideration after meetings and dealing with subsequent requests before they are approved.Ensure meetings are stored safely and are easily accessible by the chairperson and any other trustee if requiredCommunication and reportingServe as the main point of contact for committee members and trusteesEnsure decisions and actions of the meeting are accurately recorded and implementedFacilitate effective communication within the charityAdditional dutiesFile annual returns and other statutory documentsAssist with other administrative tasks as needed to support the charities operationsWork with Recruitment officer to ensure all paperwork is present and kept safe.Skills and QualificationsStrong organisational and administrative skillsExcellent written and verbal communication skillsAttention to detail and accuracy in record keepingFamiliarity with legal and regulatory requirements for charities (desirable)
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