Board (of Trustees) Administrator

What does the role entail?

The core function of this role is administrative – attending Trustee meetings to take minutes and assist with task management, arranging meetings/organising the charities’ calendar.

Most of this can be done remotely, apart from minuting meetings which the Administrator will be expected to attend. These are a mix of MS Teams meetings and face-to-face within Norfolk.

There is the potential for the role to be expanded, into an advisory capacity, if mutually agreed with the Administrator and the Board. 

What are my responsibilities?

Initial Responsibilities

·      Minute Board meetings or ensure another minute taker is available.

·      Distribute minutes to Trustees within one week of Trustees meetings.

·      Accurately record decisions and actions in the minutes.

·      Update actions arising from meeting to the Trustee & Operational Management Committee Plans in MS Planner

·      To monitor Trustee Board member action points.

·      Update trustees calendar with meetings etc.

Longer Term responsibilities

·      To plan and prepare Board meetings with the Chair and others as appropriate. Plan meeting dates, book rooms (if applicable), send out notifications, minutes and other papers.

·      Draw up agendas together with the Chair or Vice Chair (we have an agenda planner already in operation).

Qualifications, Skills & Qualities

·      You do not need any formal qualifications, however you will need excellent listening, oral and literacy skills.

·      You will be very familiar MS Office 365 and able to use it effectively, including: SharePoint, Planner, Outlook, Word and Forms.

·      Experience of minute taking or secretarial work be helpful but not necessary however, you will need to be able to take accurate and clear minutes.

·      You also need to be organised and able to produce minutes and actions in a timely manner. 

Accountability

·      The Administrator must be willing to abide by the regulations as defined by the Charities Commission concerning the operation of Charitable Incorporated Organisations (summarised in the convening document of the charity). 

·      This is not a formal clerk / secretary to the board role, which has significantly increased responsibilities. 

Time Commitment

From October 2025, trustees will be meeting 5 times a year (one of those being an AGM). It is estimated this role will include 3-5 hours per month of time, averaged across the year.  

Training:

General Training

All volunteers are asked to complete core training online (or provide evidence of previous completion) to actively volunteer for the Charity:

·      Safeguarding (Adult & Child)

·      Data Protection

·      Equality, Diversity and Inclusion

·      Fire Safety

Role Specific Training

·      (Informal) Role planning meeting with Chair of Trustees 

·     NCVO Supporting Good Governance Training, following at least 6 months in role and a commitment to continue. 

The charity is committed to its safeguarding responsibilities for both service users and volunteers. Safer recruitment checks are undertaken as part of application for this role, please enquire for more details.