Secretary

ID: 136506
  • Community Services
  • Regular - more than 6 months
  • Salisbury QLD

About this opportunity

The Secretary is a key position in the Share Shed Inc Executive Committee. The Secretary is primarily responsible for ensuring Share Shed Inc complies with the Rules of Incorporation including maintaining an up-to-date register of members and organising and taking minutes of all meetings. The Secretary primarily works from home with some attendance in person on a flexible basis for events and meetings.

DUTIES AND RESPONSIBILITIES:

General Administration

  • Keep an accurate record of Share Shed Inc.’s membership register.
  • Liaise with Volunteer Manager to ensure Share Shed’s volunteer register is accurate and all volunteers are financial members.
  • Actively review and maintain a detailed knowledge of Share Shed’s Rules of Incorporation.
  • Keep an accurate record of correspondence, either physically or digitally as appropriate.
  • Renew Share Shed Inc.’s Insurance annually and keep accurate records of Certificate of Insurance.
  • Update Share Shed’s forms and documentation as required.
  • Play an active role as part of a team and contribute to the wider objectives of Share Shed Inc.
  • Uphold and comply with the Share Shed Inc.’s policies and procedures.

Meetings - Monthly Executive Committee meetings

  • Prepare agenda and distribute to committee, via email, at least 7 days prior to the meeting.
  • Prepare accurate and professional minutes including recording the passing or rejection of motions and recording actions to be taken by committee members.
  • Have minutes approved by the Chair and distribute to committee members, via email, within 7 days following the meeting.
  • Ensure meeting minutes are accurately filed digitally and physically.

Meetings - Annual General Meetings and Special General Meetings

  • Arrange venue and catering for AGM/SGM as required.
  • Refer to the Share Shed Rules of Incorporation to comply with requirements when preparing for and conducting an Annual General Meeting including calling for and collating nominations for the Executive Committee positions.
  • Prepare accurate and professional minutes including recording the election of the incoming Executive Committee members.
  • Have minutes approved by the Chair and distribute to members in accordance with the Share Shed Rules of Incorporation.
  • Submit the Annual Return of the Association to the Office of Fair Trading within one month following the meeting.
  • Ensure meeting minutes are accurately filed digitally and physically.

PERSON SPECIFICATION:

  • Is highly organised and shows a keen attention to detail
  • Is a great communicator and displays positive interpersonal skills
  • Has intermediate computer and document processing skills with the ability to use Cloud based storage platforms (e.g. Google Drive), use templates to prepare agendas and minutes, file documents, write letters and update spreadsheets
  • Has access to a computer and internet connection at their home
  • Is a team player who can contribute their own ideas and collaborate effectively with others
  • Is looking for an opportunity to play a meaningful role in climate action
  • Can attend one meeting a month on a weekday evening
  • Can contribute approximately 5 hours a week, from home, with the ability to be flexible to fluctuations around events such as the Annual General Meeting
  • Can participate in events on an ad hoc basis

Good for

  • Online & Remote Volunteers
  • Skilled Volunteers
Time required

Approximately 5 hours per week. This may fluctuate depending on busy or slow periods of membership growth or preparing for events such as the Annual General Meeting. We require someone who can commit to a monthly Executive Committee meeting on a weekday evening for approximately 2 hours.

Interested in
  • Administration & Office Management
  • Governance, Boards & Committees
Training

The Exec Committee is very hands on in helping new members get up and running in their positions.

Salisbury, QLD