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Volunteer Secretary - Salisbury Foodbank

by Michael Ford last modified 09 Oct, 2020 12:05 PM

Leading on the administrative duties of the food bank and trustee board, ensuring that they are conducted within the legal requirements, with board meetings properly administrated.

Role: Secretary

Where: Salisbury Foodbank

Time commitment: Approximately 6-10 meetings a year of 2 hours maximum in length

Overview of the role: This role involves leading on the administrative duties of the food bank and trustee board, ensuring that they are conducted within the legal requirements, with board meetings being properly administratively serviced etc.

Key tasks

Secretary Responsibilities:

  • To ensure that there is a record of all Trustee Board correspondence
  • To ensure that arrangements for Trustee meetings are communicated to the rest of the board, including when and where, inviting trustees to send agenda items and providing to the board with previous meeting minutes in good time prior to the meeting.
  • To ensure decisions and policy creation/adaption are clearly recorded in formal minutes, with who will do what and when as agreed by the Trustee board.
  • Ensure formal minutes are taken, produced and distributed to the rest of the trustees in good time, as well as ensuring previous meeting minutes are signed by the chair once approved by the trustee board.
  • To check that actions have been taken following decisions at previous meetings.
  • To ensure the trustee board meets its legal obligations, including reporting, meeting charity and company law, as well as insurance requirements.
  • To ensure all relevant stakeholders are informed of the annual general meeting (AGM).
  • To ensure that the annual report (to go alongside annual accounts) is produced and sent to the relevant charity regulator body (Charity Commission of England & Wales, Charity Commission of Northern Island or OSCR etc).

 

Objects of the food bank:

  • To ensure the Trustee board develop a long-term strategy for the food bank with clear objectives which can be monitored and adapted.

Other responsibilities, along with the board of trustees, include:

  • To work alongside the trustee board to ensure the organisation’s financial dealings are systematically accounted for and on time, independently examined (on income over £25k) and made publicly available when necessary.
  • Ensure your charity is accountable, actively complying with statutory accounting and reporting requirements and the law.

salisbury.foodbank.org.uk/contact-us 

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