Volunteer: Secretary - Board Member
Join to apply for the Volunteer: Secretary - Board Member - Mother Tongues, Minority and Heritage Language Association Company Limited by Guarantee role at Mother Tongues
Mother Tongues is a non‑profit organisation dedicated to promoting multilingualism and celebrating cultural and linguistic diversity through the arts. For the past eight years, we have developed programmes and partnerships across the arts, culture, and education sectors. Through advocacy, education and the arts, we empower communities to celebrate cultural identity and break down barriers that lead to racism and social isolation.
Our mission is to create inclusive, high‑quality artistic experiences that empower children and families from diverse backgrounds, support artists working in multiple languages and foster a more equitable and culturally rich society in Ireland.
We support families in making the most of their mother tongues by offering creative programmes that encourage child language development, sharing information and giving access to resources to help them on their journey. We believe that a multilingual Ireland is a stronger Ireland. By promoting openness to all languages and cultures, we are fostering a more inclusive society where everyone can thrive.
Role overview
The Secretary is a key governance role on the Board of Mother Tongues. As we transition towards applying for charitable status, the Secretary will play a critical part in ensuring that our governance, compliance and administrative systems are robust, transparent and aligned with regulatory expectations. The Secretary supports the Chair and Board by overseeing board administration, record‑keeping, meeting management, compliance and supporting the charity registration process.
Key responsibilities
* Maintain and update the registers of trustees, secretaries and conflicts of interest.
* Be familiar with Mother Tongues’ constitutional documents, internal governance policies, and, once registered, Irish charity law and the Charities Regulator’s guidance.
* Assist in ensuring the Board meets its legal and regulatory obligations, including statutory filings, annual returns, and changes to trustee details.
* Monitor and ensure that Board decisions are recorded, circulated and followed up, including tracking action items.
* Support the Board in managing its risk register, strategic plans and policy updates.
* Collaborate with the Chair to plan the annual schedule of Board meetings.
* Issue meeting notices and agendas to trustees in a timely manner.
* Circulate board papers and relevant documents (in advance) and manage agenda submissions from trustees.
* Check and confirm quorums and any proxy arrangements as per governing documents.
* Arrange meeting logistics (venue, online platforms, access, materials).
* Take clear, impartial, and accurate minutes during Board meetings, capturing decisions, discussions, and required actions.
* Work with the Chair to review draft minutes before circulation to trustees.
* Ensure minutes and associated documentation are securely stored and accessible as needed for the Board and regulatory purposes.
* Provide secretarial support for the organisation’s AGM or Extraordinary General Meetings (EGMs) — e.g. notices, agendas, documentation, procedural compliance.
* Liaise with relevant stakeholders, including members (if applicable), to ensure procedural requirements are met.
* Assist with the legal, administrative, and governance preparations required for the charity registration process.
* Coordinate gathering and organising documentation, policies, and board approvals to satisfy requirements for registration.
* Work with external advisors (e.g. legal or accountancy) to facilitate the application.
* Ensure that governance systems are strengthened in alignment with the Charities Regulator’s expectations.
Person specification / Desired skills & experience
* Experience or interest in governance, non‑profit management, or Board administration.
* Strong organisational, record‑keeping and attention‑to‑detail skills.
* Excellent written and verbal communication skills.
* Ability to work collaboratively with Board members, staff and external partners.
* Comfort with Irish regulatory frameworks (or willingness to learn).
* Discretion, integrity and respect for confidentiality.
* A keen interest or prior experience in intercultural work, or inclusive arts and education, and a commitment to supporting Mother Tongues’ mission to celebrate linguistic and cultural diversity are strongly welcomed.
Time commitment & remuneration
This is a voluntary (non‑remunerated) Board role. The Secretary is a central governance position and requires a sustained and reliable commitment of time, focus and energy. Candidates should be confident that they can dedicate the hours required to support the organisation effectively over the long term.
Estimated time commitment: approx. 5–8 hours per month, with variation depending on the charity application cycle. Occasional additional time may be required during charity registration, AGM periods, or governance reviews.
Board member commitments
All Board members are expected to have a working knowledge of the voluntary sector in Ireland and be familiar with corporate governance requirements and legislation, such as the Charities Act 2009, the Charities Governance Code and Reporting in 2021, and the GDPR 2018.
Board members are expected to participate in advocacy in the best interests of the organisation, protecting and promoting the reputation of Mother Tongues. They will always contribute to the achievement of the organisation’s goals while practising the highest standards of corporate governance. Board members should be honest, fair and independent.
There are a minimum of five and a maximum of six online board meetings a year.
Application
Candidates interested in applying for this role are invited to submit their CV along with a cover letter (maximum one page) outlining their motivation for applying and explaining why they believe they are a good fit for this specific position.
All applicants must confirm that they have no conflicts of interest or legal impediments that could affect their ability to fully participate as a Board member. They must also confirm their availability to attend meetings and actively carry out the responsibilities associated with the role. The cover letter should also include the names and contact details of two referees, who may be contacted during the selection process.
Deadline
Expressions of interest must be submitted to Mother Tongues no later than 5:00 p.m. on Tuesday, 11th November 2025. They must be sent by email to: info@mothertongues.ie
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