Job Description: Secretary to the Board
Summary: The holder of this post is responsible to the Board for the general management of the Trust affairs and for reporting thereon to the quarterly meetings of the Board and its committees i.e. Investment & Finance Committee, Grants Committee and all other sub-committees which report to the Board.
Board and Other Committees:
The Secretary serves the Board and its committee and is responsible for
- Arranging the meetings. Book rooms and refreshments.
- Compiling and issuing agendas together with documentation for the meetings. Briefing the Board and Committees on matters arising.
- Recording and compiling minutes of meetings.
- Implementing decisions of the Board.
Charities Regulator:
- Updating and maintaining Governance Codes.
- Ensuring regular review of the Codes at Board meetings throughout the year. Completing the Annual Compliance Record Form.
- Implementing all new changes issued by the CRA.
- Corresponding with CRA when necessary.
Grants:
- Issuing invitations to those recognised by the Trust as being eligible to apply for grants. Supplying grant applications and guidelines for grant applicants. Issuing Grant Invitations.
- Circulating copies of grant applications received to the Grants Committee for consideration.
- Advising grant applicants, the result of their applications.
- Ensuring that successful Grant Applicants comply with grant applications. Obtaining from successful grant applicants interim and financial scientific and financial reports on projects undertaken and submit same to the Grants Committee for consideration.
- Issuing grant payments when due.
- Compiling and circulating quarterly report on grants status to the Grants Committee and Board.
- Dealing with enquiries from grant applicants and potential grant applicants.
Finance and Accounts Administration:
- Liaising with our Investors and Bankers if required.
- Circulating Investors Reports to Investment & Finance Committee and Board.
- Managing cashflow budget.
- Maintaining accounting records and supporting documentation.
- Arranging annual audit in connection with external auditors. Providing accounting records, relevant documentation and dealing with queries arising.
- Presenting draft audited accounts, trustees Report and complete Financial Statements to the Investment & Finance Committee and Board.
Miscellaneous:
- Legal and regulatory matters as they arise.
- Dealing with requests from grant applicants.
- Any other matters coming within the remit of the Board.
Communications:
- All communications, post, phone, email and text, incoming and outgoing, are processed through the Trust Secretary. The official phone is held by the Secretary.
Equality Statement
The Trust is committed to equality, diversity, and inclusion and welcomes applications from all suitably qualified candidates.
Contract Details
Position: Part-time
Hours of Work: Normally 2 days per week. However, flexibility is required and additional hours will be necessary during busy periods or where issues arise requiring immediate attention. This requirement forms part of the annual salary package.
Location: Remote working
Meetings: Attendance at Board and Committee meetings is required as scheduled. Meetings are generally Dublin-based and may occasionally take place in the evening.
Contract Type: Permanent, subject to satisfactory completion of probationary period
Reporting To: Chairperson of the Board
Salary: Monthly paid
Further details regarding pay and benefits available upon application.
Send CVs and a supporting letter of application to Angela Fitzpatrick at Shortt
Recruitment. Email: angela@shorttrecruitment.ie Phone: 0878387194
