Secretary

Trustee – Secretary

Purpose of the Role

The Secretary serves as a core trustee of the Mile Cross Good Neighbours Scheme, ensuring that the governance, administration, and communications are carried out with accuracy, transparency, and dignity. This role safeguards the integrity of the Scheme’s decision‑making and supports the Chair and Board in delivering a safe, reliable, and community‑centred service for Mile Cross residents.

Key Responsibilities

Governance & Administration

• Maintain accurate and up‑to‑date records of trustee meetings, decisions, and actions.
• Prepare and circulate agendas, minutes, and supporting papers in a timely manner.
• Support the Chair in ensuring meetings are quorate, well‑structured, and aligned with the Scheme’s constitution.

Communication & Coordination

• Act as the primary administrative contact for the Scheme, responding to enquiries professionally and promptly.
• Coordinate communication between trustees, volunteers, partners, and community stakeholders.
• Oversee the secure handling of sensitive information in line with GDPR expectations.
• Ensure clear, accessible communication that reflects the Scheme’s values of dignity, inclusion, and neighbourliness.

Strategic Support

• Contribute to the development and review of policies, procedures, and operational plans.
• Support trustee recruitment, induction, and ongoing governance development.
• Assist with preparing reports, briefings, and documentation for funders, partners, and community meetings.
• Uphold the Scheme’s mission to strengthen community resilience, reduce isolation, and promote neighbourly support across Mile Cross.

Safeguarding & Compliance

• Support the Board in monitoring risks and ensuring safe, ethical practice.

Skills & Qualities

• Strong organisational and administrative skills.
• Clear, confident written and verbal communication.
• Ability to handle confidential information with discretion.
• Commitment to fairness, inclusion, and community wellbeing.
• Reliability, attention to detail, and a collaborative approach.
• Familiarity with governance, safeguarding, or community work (desirable but not essential).

Time Commitment

• Attendance at quarterly trustee meetings and occasional additional sessions.
• Ongoing administrative duties, typically 1–3 hours per mounth depending on activity levels.
• Willingness to support key events, reviews, and community engagement moments.

Impact of the Role

The Secretary ensures that the Mile Cross Good Neighbours Scheme operates with professionalism, transparency, and care. By holding the administrative heart of the organisation, this role enables volunteers to serve safely, trustees to govern effectively, and residents to receive the neighbourly support they deserve.