Role Summary

The Secretary of Active Youth NI C.I.C. along with other Directors is responsible for the efficient administration of the community interest company, particularly with regard to ensuring compliance with statutory and regulatory requirements.

You will prepare for board meetings to ensure they are as effective as possible. The secretary will assist the Chair of the board with the planning of and the agenda for each board meeting. The Secretary will take minutes of any key meetings to provide an accurate, impartial and balanced internal record of what was discussed.

Main Duties

Working with the Chair to set each board meeting agenda, including the management of any agenda items received from other directors
Maintaining the register of any directors on Companies House
Being familiar with the Articles of Association document, the legal responsibilities of a Community Interest Company and the governance rules
Helping to ensure that AYNI C.I.C. directors file all relevant statutory returns and information with the Companies House (e.g. annual reports, changes to the C.I.C’s details and/or director’s details)
Tracking progress with Active Youth NI risk register/ business plan/ strategic plan and making sure any correspondence is brought to the attention of the directors
Making sure the timetable of board meetings for the year ahead is agreed
Sending out notification of board meetings to directors (and others where applicable)
Circulation of board papers/pack at least one week in advance of meetings
Taking the minutes at board meetings and maintaining the records of all meeting minutes
Keeping a record of all issues discussed, decisions taken and any actions required to implement a decision
Working closely with the Chair to ensure that the draft minutes are accurate
Issuing draft minutes to directors for consideration after board meetings and dealing with any subsequent requests for corrections to be made before they are formally approved
Ensuring that minutes are stored safely and are accessible by the Chair of the board and any other director if required.

Desirable Skills and Experience

Good verbal and written communication skills
Interpersonal skills and the ability to work well with people at all levels
Attention to detail and a well-organised approach to work
Integrity and discretion when handling confidential information
A sound grasp of corporate governance issues
A commercial frame of mind.

NI Active Youth (trading as Active Youth NI)

New Opportunities

Board Role - Secretary