Clerk to the Trustees

Core Responsibilities

1. Meeting Management & Logistics

• Scheduling: Coordinate and schedule all full Board meetings
• Logistics: Manage all logistical arrangements for meetings, including booking venues/virtual platforms, and ensuring necessary equipment is available.
• Documentation Preparation: Work with the Chair to create, collate, and circulate meeting agendas, papers, and supporting documentation in a timely manner (adhering to required deadlines).

2. Minutes & Record Keeping

• Minute Taking: Attend all Board and relevant Committee meetings to accurately record minutes, capturing key discussions, decisions, and assigned action points.
• Action Tracking: Maintain a formal log of all agreed actions and ensure timely follow-up with the responsible individuals.
• Governance Records: Establish and maintain a comprehensive and secure archive of all Board minutes, papers, policies, and statutory documents (e.g., Articles of Association, charity registration).

3. Governance and Compliance

• Regulatory Liaison: Assist the Board in fulfilling its legal and regulatory duties, ensuring compliance with the Charity Commission, Companies House, and other relevant bodies.
• Policy Management: Manage the review cycle for key governance policies, ensuring they are current, approved, and accessible to Trustees.
• Trustee Support: Manage the induction process for new Trustees and coordinate continuous professional development (CPD) activities for the Board.
• Declarations: Manage the annual process for Trustee conflict of interest declarations and eligibility checks.

4. Communication and Administration

• Information Flow: Act as the central communication point between the Trustees, the Chair, on governance matters.
• Correspondence: Manage and filter all official correspondence directed to the Board of Trustees.
• AGM Support: Organise and administer the Annual General Meeting (AGM) or equivalent meeting.

 Person Specification

Essential Experience and Skills:

• Experience in a governance, administrative, or secretarial role, ideally within the charity, public, or corporate sector.
•  Minute-taking skills with a proven ability to accurately summarise complex discussions and decisions.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and virtual meeting platforms (Zoom, Teams).
• Demonstrable experience in managing confidential information with discretion and integrity.

Preferred Knowledge:

• A good understanding of corporate governance principles.
• Working knowledge of the legal and regulatory framework governing UK charities (Charity Commission, Companies Act, etc.).

Personal Qualities:

• Highly Organised: Meticulous attention to detail and a systematic approach to administration.
• Proactive: Ability to work independently, anticipate Board needs, and take initiative.
• Excellent Communicator: Strong written and verbal communication skills, able to interact confidently with senior stakeholders.
• Impartiality: A commitment to acting impartially, serving the interests of the Board as a whole.