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Group Secretary

A volunteer who supports the Group Chair to ensure the smooth functioning and sound administration of the Group

About the role

Outline: The Secretary will support the Chair of the Trustee Board to ensure the smooth functioning and sound administration of the Scout Group, District or County/Area/Region in accordance with the Policy, Organisation and Rules of The Scout Association.

Responsible to: The relevant Scout Council.

Appointment Requirements: Must successfully complete the appointment process (including acceptable personal enquiries and acceptance of The Scout Association's policies).

It's expected that whilst volunteering for this role you will undertake regulated activity.

Main Tasks

The responsibilities of the Secretary:

  • Provide administrative support to the running of the Trustee Board.

  • Act as Secretary for the relevant Scout Council.

  • Work with the Chair of the Trustee Board to set meeting agendas and arrange meeting logistics for the Trustee Board.

  • Taking accurate and accessible minutes of Trustee Board meetings.

  • Distributing agendas, minutes and supporting documents for Trustee Board meetings.

  • Maintaining accurate records for the administration of the Group, District or County/Area/Region; including meeting minutes, census details, ownership of property and equipment, insurance and financial information.

  • Ensuring the safety and security of records maintained by the Trustee Board, complying with appropriate legal requirements.

  • Communicating with the Trustee Board and relevant Scout Council.

  • Support the completion of the Annual Census return.

  • Preparing the appropriate administration for the Annual General Meeting, including collating the Annual Report and Accounts for the Annual General Meeting.

General Trustee Board Responsibilities:

  • To be a full and active participant in Trustee Board meetings and activities.

  • To uphold the responsibilities of a Trustee Board as outlined in The Scout Association’s Policy Organisation and Rules.

  • Willingness and eligibility to act as a Charity Trustee for the Group, District or County/Area/Region.*

  • Contribute to the strategic aims and future development of the Group, District or County/Area/Region

Skills for a Secretary:

  • Strong organisational skills

  • Strong communication skills

  • Ability to work as part of a team

  • Able to think creatively and solve problems

  • Good IT skills

  • Ability to summarise information for different audiences

  • Willing to speak one’s mind and listen to the views of others.

  • Able to maintain independent and objective judgement

Note: any other tasks are to be agreed with the Line Manager.

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