Volunteer Company Secretary

Mind in Mid Herts is a well-established local charity supporting the recovery of those experiencing mental health issues. We do this through our dedicated workforce (employees 45 volunteers 70) working across four leased premises offering a range of services that educate and promote a proactive approach to mental health. At any one time we will be supporting circa 1000 people with the expectation that the need for our services will increase in this very challenging social and economic environment.

The Company Secretary will perform a key role for our well-established team of Trustees. Candidates for this voluntary position should demonstrate an interest in mental health and have the ability to attend in-person meetings in Hertfordshire alongside some work from home.

THE ROLE

Administration and compliance 

The Company Secretary (CS) of a charity, together with all other charity trustees are responsible for the proper conduct of a charity, particularly with regard to ensuring compliance with statutory and regulatory requirements. The role of the CS includes:

• Being familiar with the charity’s governing document, and the legal responsibilities of charities under the Charities Act 2006 and the Companies Act.
• To keep all trustees informed of key matters in relation to its legal responsibilities and to signpost trustees to training courses and content to maintain sufficient knowledge
• To support the induction of new trustees and patrons
• Maintaining statutory registers including the register of members, the register of trustees/ directors and secretaries, the register of trustees’ and secretary’s interests.
• Ensure relevant statutory returns and information are filed with the Charity Commission and Companies House e.g. annual reports, changes to the charity’s details and/or trustees’ details etc.
• Identify and implement best practice, ensuring that the Board of Trustees are aware of the requirements to comply with relevant codes such as the Charities Governance Code and Code of Conduct
• Ensuring that decisions and actions of Board meetings are accurately recorded, communicated and implemented.
• Together with members of the Governance and IT Board committee, tracking progress with the charity’s risk register, business plan and strategic plan.
• Working with the Chair and CEO to ensure the AGM is properly administered in line with relevant legislation.
• Willing to become a member of the Governance and IT Committee.
• To comply with the trustee pledges as varied from time to time which sets out the broad consistent level of commitments across all trustees.

Preparing for board meetings

The Secretary should assist the Chair of the Board with the planning and administration of Board meetings. This includes:

• To plan and prepare the board meetings and the AGM with others as appropriate – plan meeting dates, book room, send out notifications, minutes and other papers,
• Making sure the timetable of Board meetings for the year ahead is agreed.
• Sending out notification of Board meetings to Trustees (and others where applicable).
• Work with the Chair and CEO to set each board meeting agenda, including the management of any agenda items received from other Trustees.
• Circulation of Board papers / pack at least 4 days in advance of meetings.
• Checking that a quorum is present (and that it is present throughout the meeting if required).

Taking meeting minutes and recording actions or ensure that a minute taker is appointed

The role of the Secretary includes:

• Taking minutes at Board meetings and maintaining the records of all meeting minutes.
• Recording and keeping action tracker up to date
• Keeping a record of all issues discussion, decisions taken and any actions required to implement a decision.
• Working closely with the Chair to ensure that minutes are accurate.
• Issuing minutes and action tracker to Trustees after Board meeting.

Skills and experience

• Experience of working with boards or senior committees
• Knowledge of relevant legislation including the Charity Governance Code, Companies Act 2006 and the Charities Act 2006.
• Strong communication skills including ability to present complex matters in an engaging and understandable way
• Ability to work as part of a team and recognise broad responsibilities of a trustee role beyond technical knowledge
• Minute-taking 

Person specification

• Proven record in working inclusively and collaboratively
• Effective planner
• Forward-looking
• Diligent