Clerk to the Board & Company Secretary

Skills:

·        well-developed written and verbal communication skills to clearly articulate messages and influence others

·        previous experience of writing minutes

·        ability to coordinate, plan and prioritise work to meet deadlines

·        accuracy and attention to detail

·        positive and proactive approach to seek out opportunities for wider involvement and support, as time allows

·        discretion when handling sensitive or confidential information

·        some knowledge of charity and company law or the willingness to learn

·        willingness to become knowledgeable about relevant legislation and the provisions of CASTAD’s articles and associated regulations or documents

Potential Activities

Clerk to the Board:

·        agreeing and notifying the timetable of Board meetings for the year ahead

·        developing and maintaining the Board and CEO Annual Workplan

·        developing first draft agendas and working with the CEO and Chair to finalise each Board meeting agenda

·        producing ad-hoc draft Board papers as requested by the CEO

·        circulating Board papers/pack seven days in advance of meetings

·        checking that a quorum is present and maintained throughout the meeting

·        ensuring the venue/room is prepared appropriately for the meeting

·        taking the minutes at Board meetings

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

·        drafting accurate minutes for review by the Chair and CEO before being sent to the Board

·        ensuring that minutes are stored physically safely and are accessible electronically by the Board, CEO and other colleagues

Annual audit work

Consider whether CASTAD meets each requirement of the 59 areas considered annually in the external audit by national Citizens Advice and provide supporting evidence and information for each area. The draft documents will be considered and discussed sequentially by the CEO; Chair; Board; and ultimately, national Citizens Advice.

Company Secretary (Desirable)

·        maintaining the registers of any members; of trustees / directors and secretaries; and of trustees’ and secretary’s interests

·        being familiar with CASTAD’s Articles and the legal responsibilities of charities under the Charities Acts and Companies House rules

·        ensuring that trustees are correctly appointed according to the law and Articles and highlighting to the Chair when terms of office expire

·        filing all relevant statutory returns and information within the deadlines set by the Charities Commission, Companies House, and Citizens Advice

·        ensuring that the Board are aware of the requirements to comply with the relevant codes such as the CASTAD’s Code of Conduct for Trustees and the Charities Governance Code

·        provide the Board with additional information to facilitate decision making, especially regarding their powers and duties under the Articles

·        helping to arrange and run the Annual or Extraordinary General Meetings and taking accurate minutes. For an informal chat, please call Citizens Advice St Albans & District