Board Role – Secretary

📍 Location: Ards & North Down or Belfast area (hybrid working)
💰 Salary: This is an unpaid, voluntary role
⏱ Hours: Attendance at Quarterly Board Meetings, and support as and when required.

Role Summary

The Secretary of Active Youth NI C.I.C. along with other Directors is responsible for the efficient administration of the community interest company, particularly with regard to ensuring compliance with statutory and regulatory requirements.

You will prepare for board meetings to ensure they are as effective as possible. The secretary will assist the Chair of the board with the planning of and the agenda for each board meeting. The Secretary will take minutes of any key meetings to provide an accurate, impartial and balanced internal record of what was discussed.

Main Duties

• Working with the Chair to set each board meeting agenda, including the management of any agenda items received from other directors

• Maintaining the register of any directors on Companies House

• Being familiar with the Articles of Association document, the legal responsibilities of a Community Interest Company and the governance rules

• Helping to ensure that AYNI C.I.C. directors file all relevant statutory returns and information with the Companies House (e.g. annual reports, changes to the C.I.C’s details and/or director’s details)

• Tracking progress with Active Youth NI risk register/ business plan/ strategic plan and making sure any correspondence is brought to the attention of the directors

• Making sure the timetable of board meetings for the year ahead is agreed

• Sending out notification of board meetings to directors (and others where applicable)

• Circulation of board papers/pack at least one week in advance of meetings

• Taking the minutes at board meetings and maintaining the records of all meeting minutes

• Keeping a record of all issues discussed, decisions taken and any actions required to implement a decision

• Working closely with the Chair to ensure that the draft minutes are accurate

• Issuing draft minutes to directors for consideration after board meetings and dealing with any subsequent requests for corrections to be made before they are formally approved

• Ensuring that minutes are stored safely and are accessible by the Chair of the board and any other director if required.

Desirable Skills and Experience

• Good verbal and written communication skills

• Interpersonal skills and the ability to work well with people at all levels

• Attention to detail and a well-organised approach to work

• Integrity and discretion when handling confidential information

• A sound grasp of corporate governance issues

• A commercial frame of mind.