Position Overview
The Secretary to the Board of Trustees at WHWR is a Trustee role which plays a pivotal role in ensuring the smooth and effective operation of board activities. This position is responsible for supporting board governance, facilitating communication, and maintaining accurate records to enable effective decision-making and compliance.
Main Duties and Responsibilities
Arranging Monthly Board Meetings:
- Coordinate and schedule meetings of the Monthly Board of Trustees meetings, ensuring all members are notified in advance and meeting logistics are managed efficiently.
- Call for papers for each meeting in a timely manner working in conjunction with the Chief Executive, Refuge Manager and Treasurer.
- Prepare and circulate agendas in consultation with the Chair and relevant stakeholders.
Note Taking:
- Attend all board meetings and accurately record minutes, capturing key discussions, decisions, and actions.
- Ensure minutes are clear, concise.
- Following approval of the notes by the Chair of Trustees, distribute promptly toall trustees.
Distribution of Meeting Notes:
- Distribute meeting notes and other relevant documentation to board members in promptly.
- Follow up on action items and ensure trustees have access to the information required for future meetings.
Board Governance Support:
- Assist with the implementation and monitoring of governance policies and procedures.
- Maintain up-to-date records of board membership, terms of office, and declarations of interest.
- Support the Chair and trustees in ensuring compliance with statutory and regulatory requirements.
Updating the Shared Drive:
- Keep the shared drive organised and updated with all board-related documents, including agendas, minutes and reports.
Ensure appropriate access and confidentiality protocols are maintained.
Person Specification
- Excellent organisational and time management skills.
- Strong written and verbal communication abilities.
- Proficient in IT, including document management and shared drive platforms.
- Attention to detail and discretion when handling sensitive information.
- Experience in a governance or administrative support role is desirable but not essential
- Able to commit 5-6 voluntary hours per month, a large percentage of which is concerned with the organising and administration of the monthly Board Meeting.
Reporting Line
The Secretary to the Board of Trustees will report directly to the Chair of the Board and work closely with all trustees and relevant staff.
Application Process
Interested candidates are invited to submit a CV and cover letter outlining their suitability for the role to admin@whwr.org
Additional Information
This post is restricted to female applicants only as a Genuine Occupational Requirement under Schedule 9, Part 1 of the Equality Act 2010. This requirement is necessary because the role involves being privy to intimate personal care and trauma- informed support to women in our refuges.
WHWR is committed to safeguarding and promoting the welfare of vulnerable children and women and expects all staff and volunteers to share this commitment.
As part of our safer recruitment practices, this position is subject to an Enhanced DBS check. A criminal record will not automatically bar you from the role; we review each disclosure on an individual, case-by-case basis against the requirements of the role.
All personal data obtained during this process is handled securely in strict compliance with the Data Protection Act 2018 and UK GDPR.
