Company Secretary

Job Title: Company Secretary
Contract Type: Permanent
Location: Coventry
Salary: 0 - 0
Reference: J60292
Contact Name: Eleanor Urben
Contact Email:
Job Published: January 29, 2019 17:07

Job Description

Reach Volunteering are working with Arty-Folks, a charity that offers Art as Therapy to help people who feel at a low point in life and who are struggling with mental ill health on their recovery journey and to achieve mental well-being.

Arty-Folks are recruiting a Company Secretary to join their board to act as the chief administrative officer of the Charitable Company, leaving the Trustees or Directors free to concentrate on running the business. The Company Secretary doesn't have to be a director but they do share some of the directors' legal responsibilities. However, ultimate responsibility for ensuring the company is properly administered remains with the directors. The Secretary often acts as an information and reference point for the Chair and other committee members: clarifying past practice and decisions; confirming legal requirements; and retrieving relevant documentation.

The Secretary is crucial to the smooth running of a Management Committee meeting. This involves carrying out certain activities before, during and after the meeting such as circulating the agenda and completing the minutes. 

Main responsibilities of the Secretary

1.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 (unless there is a minutes secretary)
  • Circulating approved minutes
  • Checking that agreed actions are carried out.

2. Maintaining effective records and administration

  • Keeping up-to-date contact details (i.e. names, addresses and telephone numbers) for the management committee and (where relevant) ordinary members of the organisation.
  • Filing minutes and reports
  • Compiling lists of names and addresses that are useful to the organisation, including those of appropriate officials or officers of voluntary organisations.
  • Keeping a record of the organisation's activities
  • Keeping a diary of future activities

3. Upholding legal requirements

  • Ensure an effective Board of Trustees by providing individual members a full induction to understand their roles and responsibilities
  • Ensure Arty-Folks operates in accordance with its Memorandum and Articles of Association
  • Checking quorum is present at meetings
  • Ensuring elections are in line with stipulated procedures
  • Ensuring organisation's activities are in line with its objects
  • Ensuring charity and company law requirements are met
  • Sitting on appraisal, recruitment and disciplinary panels, as required.

4. Communication and correspondence  

  • Responding to all committee correspondence
  • Filing all committee correspondence received and copies of replies sent
  • Keeping a record of any of the organisation's publications (e.g. leaflets or newsletters) and reporting the activities of the organisation and future programmes to members, the press and the public (unless there is an Information or Publicity Officer).
  • Preparing a report of the organisation's activities for the year, for the Annual General Meeting with chief officers. The Secretary is crucial to the smooth running of a Management Committee meeting. This involves carrying out certain activities before, during and after the meeting such as circulating the agenda and completing the minutes.

Person Specification

  • Company secretarial experience of supporting Board and Committees Extensive experience of minuting and managing board and committee meetings.
  • Experience of ensuring charity and company law requirements are met
  • Experience of drafting Board reports and dealing with stakeholders.
  • Excellent organisational skills and written and verbal communication
  • Ability to work effectively as a member of a team.

What difference will you make

By becoming Treasurer for Arty-Folks you will being helping to ensure that the organisation continues to provide an invaluable service to the beneficiaries.

What’s in it for the volunteer

This presents an exciting opportunity to become part of a passionate and empathetic team who make a tangible contribution to the governance and work of this innovative and essential service. 

Time commitment

  • The Board meets 4 times a year at their offices in Coventry.
  • Approximately 4 additional hours for pre and post board meeting administration.

Before you apply

Applications must be made via Reach in the first instance. Please provide your CV, along with a covering letter stating why you wish to work for the organisation, how your skills would add value to the board and any other relevant information.

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