Volunteer Honorary Secretary to the Board

The purpose of the role of the secretary is to support the Chair in ensuring the smooth functioning of the Evergreen Care Trust Board of Trustees. This an interesting and key volunteer role that contributes to helping Evergreen run effectively as a charity.

Key responsibilities:

• To attend the monthly Trustees meeting and produce draft minutes for approval by Trustees.
• To remind members of agreed action points and papers required for meetings
• To prepare agendas in consultation with the Chair
• To receive agenda items from other members.
• To circulate agendas and any supporting papers in good time before meetings.
• To check that quorum is present.  
• To ensure that the Chair signs the minutes once they have been approved and arrange filing.
• To assist with the agendas and minutes of the annual open meeting (AOM) and any special or
• extraordinary general meetings.
• To ensure up-to-date records are kept of committee membership.
• Assist the Trustees, to ensure that the charity complies with the requirements of the Charity.
• Commission in terms of registration, reporting, changes to governing documents and directors.

Skills, qualifications and experience required

• Organisational ability.
• Experience of committee work and procedures.
• Minute-taking experience
• Good communication and interpersonal skills.
• Impartiality, fairness and the ability to respect confidences.
• Approachable and sensitive to the feelings of others.
• Well organised and an eye for detail.
• Ability to work well with the Chair and the other Trustees
• Good time-keeping and proficient at using office equipment. IT laptops

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