The Art Ministry requires a Meeting Secretary to assist the Board of Trustees of the Charity in the smooth running of the Charity. They will also help monitor the progress of action points resulting from the meetings. The Board are required to meet at least 4 times each year.
– To ensure that Board meetings are properly administered in accordance with the Declaration of Trust and Charity Commission guidelines
– Ensure signed copies of Board meeting minutes are produced, signed off and retained securely
– Monitor Board meeting action points and chase for progress reports.
Specifically
– In conjunction with the Chair of The Art Ministry, plan and prepare for Board meetings
– Planning meeting dates, booking rooms, sending out notifications, minutes and papers.
– Drawing up agendas.
– Minute Board meetings in accordance with the requirements of the Declaration of Trust.
– Accurately record decisions and actions in the minutes and report to the next Board meeting on the progress of actions and the result of decisions.
– Copy minutes to Chair of The Art Ministry, for comment before general circulation.
– Maintain accurate and up-to-date Board meeting attendance records.
– Issue advance notices of Trustees needing re-election and arrange appropriate Special Meetings for re-election if that is what they wish.
– Ensure that a Fit and Proper Person form is completed by each elected/re-elected Trustee on election/re-election.
– Provide each new Trustee with a copy of the Declaration of Trust and any amendments to it.
– Keep a record of each Trustee’s date of election/re-election/resignation and address
– Deal with correspondence, writing letters/emails as agreed at Board meetings, summarising correspondence/emails received at the next Board meetings and drafting replies as appropriate.

Qualities/Skills
– To be organised and methodical
– Able to take good minutes.
– Able to keep accurate records.
– Has the relevant skills to organise a meeting well.
– Experience of committee work and procedures.
– Impartiality, fairness and the ability to respect confidences.
– Good communication and interpersonal skills.
– Approachable and sensitive to the feelings of others.
– Ability to work well with the Chair.