Context of role
An opportunity has arisen on a self-employed basis for a new Company Secretary for Citizens Advice Waltham Forest (CAWF). We are a local charity providing advice, information and advocacy services, governed by a Board of Trustees and related sub-committees. This is a good opportunity for someone interested in board governance generally and charity governance specifically.
CAWF is seeking someone who can provide high quality, reliable secretariat support to ensure the smooth running of our governance processes. Although most meetings are diarized in advance and take place in the evening, a level of flexibility is required to accommodate additional meetings as required, which may be either evenings or daytime. Hours cannot be guaranteed; therefore, the role is offered on a self-employed basis and will be suitable for someone who can be flexible.
Act as company secretary for the trustee Board of Citizens Advice Waltham Forest. This role requires a self-starter who is able to take and maintain meeting records, ensure updates to companies house and the Charities Commission are made within the required timeframes, maintain relevant records of trustee details, and related declarations (e.g. conflict of interest) and ensure meeting papers are circulated in good time. From time to time support for internal meetings may also be required.
The Company Secretary role is an important aspect of support for good governance to the Board, so the list below is indicative rather than exhaustive. The regular activity is supporting Board and sub-committee meetings by sending out papers and taking minutes.
- Arrange meetings, including the annual general meeting (AGM), making sure that proper notice is given to members, observers and auditors.
- Attend meetings and take notes for minutes ensuring decisions are clearly captured.
- Liaise with the Chair, and sub-committee Chairs to agree meeting agendas and ensure minutes are an accurate record of decisions taken.
- Circulate papers, agendas, minutes in a timely manner.
- As required, advise the directors on their duties, and to ensure that they comply with corporate legislation and the Articles of Association of the company.
- Ensure relevant filings are made on time to meet the organisation’s legal and other responsibilities eg filing annual returns to Companies House.
- Maintain register of past and present directors and secretaries.
- Send the accounts to trustees and directors as required.
- Attend appropriate internal and external meetings as agreed.
- Liaise with the CEO to create and maintain filing systems in accordance with the bureau’s systems and procedures.
- Responsibility for the proper filing and retention of documents and records.
- Other relevant administrative and support duties as agreed to ensure the smooth running of the bureau.
- Ensure that work undertaken reflects and supports the Citizens Advice service’s equality and diversity strategy.
Qualities and skills required
The Company Secretary is expected to be able to:
- Respect the discretion of the Board and maintain appropriate confidentiality.
- Understand the role and responsibilities of the Trustee Board.
- Provide administrative support and to maintain office systems.
- Commit to and work within the aims, principles and policies of the Citizens Advice service.
- Monitor and maintain own standards.
- Plan and organise your own work to meet deadlines under pressure.
- Write clearly and accurately, including drafting routine correspondence, and taking notes of meetings.
- Be IT literate, familiar with the MS Office suite, use of email and electronic diary management.
- Ability to research, analyse and interpret information.
- Be well organized and with an eye for detail.
The role of the Company Secretary requires an estimated commitment of 3-4 hours per month. This will vary and hours are not guaranteed.
The role is offered on a self-employed basis. Remuneration is offered at £80/meeting; this includes responsibility for posting meeting papers in advance.
The administrative offices of Citizens Advice Waltham Forest are at 12 Hatherley Mews, Walthamstow. Access for the purpose of copying and mailing meeting papers is an essential aspect of this role.
How to apply
Please send a short covering letter (no more than 2 pages) setting out how you meet the qualities and skills required together with a CV setting out your career history to Chair@citizensadvicewalthamforest.org.uk by 3rd September 2018.