Job Description:
. Ensuring meetings are effectively organised and minute
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
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
Acting as custodian of the organisation’s governing documents
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 (where relevant, unless there is a separate company secretary)
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.
If any Stenography knowledge will be added advantage
Qualifications:
Bachelor of Arts Program,Bachelor Of Commerce (Honours)
Minimum Experience Level:
4-6 Years
Report to:
Manager
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