This role will undertake secretarial duties including agenda compilation, attending meetings and taking minutes at Board meetings, writing up the minutes, distributing minutes, following up on Matters Arising and ensuring that meeting dates are in Trustee diaries. The secretary will ensure good records are kept and governance related documents are accessible.
Nga Manu's Board uses BoardPro, a Board Management software and portal. This is a largely paperless system to manage the meeting process, between-meeting processes and the management and archiving of documents.
The Board meets 6 times per year and has three Board Committees which meet at least twice a year. Meetings are generally held on Wednesday or Thursday mornings and last for 3 hours.
The time required to undertake the responsibilities of secretary is approximately 20 hours per Board meeting which includes agenda preparation, relevant administration associated with meetings and attending meetings. Other duties such as document management and general administration should be done as required.
Chairs of Board Committees are responsible for minutes and reporting back to the Board. The Secretary will support Board Committee Chairs by managing documents including minutes of Committee meetings in the Board’s agenda.
A full job description is available on request.
Skills, experience and qualities required for this role:
• Secretarial experience ideally working with a Board.
• Effective written and oral communication skills.
• Competence in relevant computer skills
• Ability to gain and to keep the confidence of stakeholders.
• Highly organised and reliable.
• An interest in the work of Ngā Manu.
Up to 20 hours per board meeting, the board meets 6 times a year. Board meetings are generally on a Wednesday or Thursday morning and last for 3 hours.
Getting started:
The first step is to express your interest by filling out the form below.
We will then put you in touch directly with the organisation for more information on the role and how to proceed.
Administration