Secretary to the Board of Trustees

An exciting opportunity for a highly organised administrator to support the work of Basingstoke Mencap by providing secretarial support at their monthly Board meetings, currently held virtually via Teams on a Thursday evenings from 7.00pm to 9.30pm, and Annual General Meeting.

Key duties will include;

  • sending agendas and minutes to board members in advance of meetings
  • attending meetings to take minutes
  • communication with Companies House and Charity Commission and preparation of required returns
  • supporting the Chair to construct agendas
  • to keep abreast of developments on the NCVO website and brief the Board accordingly
  • liaise with Trustees, the office manager and other department heads
  • track and flag  review dates for policies
  • support good governance of the charity
  • work with the Board to maintain, review and develop the charity's risk registers

Suitably qualified volunteers may be considered for the role of Company secretary


Experience of taking minutes at formal meetings involving corporate, voluntary or statutory sectors

Excellent written and verbal communication skills

Competent in use of Microsoft 365 including  SharePoint, One Drive and Teams

Organisational skills

Understanding of the assessment of business risk and knowledge of risk registers


  • Accessibility
  • Age restrictions
    Not suitable for under 18's
  • DBS check required
  • Equal Opportunities Policy
  • Expenses reimbursed
  • Health and Safety Policy
  • Ongoing support
  • Recruitment Process
  • Training provided
  • Volunteer induction
    Adapted induction will be by Chair of the Board
  • Volunteer Policy
  • Volunteers covered by insurance
  • Written role description

When can I volunteer?

Start Date: 05/10/2020

End Date: 05/10/2021

Mon Tue Wed Thu Fri Sat Sun
Morning No No No No No No No
Afternoon No No No No No No No
Evening No No No Yes No No No

Availability Details

Between 0-3 hours per week. Monthly Board meeting on Thursday evening, usually 3rd/4th Thursday


This opportunity can be carried out whilst working from home.

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