Toy Library Committee Secretary
Key Tasks Ensuring meetings are effectively organised and minuted
- Liaising with the Chair to plan meetings
- Receiving agenda items from committee members
- Circulating agendas and reports
- Taking minutes and circulating the to the committee
- Checking that agreed actions are carried out
Maintaining effective records and administration
- Keeping up-to-date contact details for the management committee
- Filing minutes and reports
- Keeping a record of the organisation’s activities and future planned activities
Upholding legal requirements
- Acting as a custodian of the organisation’s governing documents
- Checking quorum (minimum number of members who should be present) is present at meetings
- Ensuring organisation’s activities are in line with its objectives
- Ensuring charity and company law requirements are met
- Ensuring meetings are in person or online in line with governing document
- Support the Chair with charity operations, including liaising with external parties
- Maintain effective records of legal documents, minutes and reports
Communication and correspondence
- Responding to and filing all committee correspondence
- Preparing a report of the organisation’s activities for the year, for the Annual General Meeting
- Assist committee members as required
Skills Required
- Minute taking and meeting organisation
- Strong communication skills
- Familiarity with Microsoft and/or Google software products
- Understanding of legal obligations of trustees, employers, etc.
Commitment Required
- Attend monthly meetings
- Prepare agenda and minutes for each meeting
- Additional time for projects and assisting with annual events
- Ideally a minimum commitment of 6 months would be preferred
Resources Required
- Home computer & printer