Board Secretary
About Us
Insight Endometriosis is a charitable trust supporting and empowering people affected by this significant condition. We provide support, information and education, and raise awareness in the wider community.
We are seeking a highly meticulous, discreet, and professional Trust Board Secretary to create an accurate and formal record of trustee meetings. This role is critical to the trust's governance framework.
What You'll Do
- responsible for capturing the essence of discussions, all documenting, formal resolutions, and recording key action items, ensuring the trust maintains a compliant, well-structured and legally sound governance records.
- combine exceptional listening and writing skills with a commitment to confidentiality.
Core Responsibilities
1. Meeting Preparation & Coordination
- Work with the Chair to finalise and circulate meeting agendas.
- Compile and distribute all relevant reports and documents (the "meeting pack") to trustees in advance.
- Coordinate meeting logistics, including scheduling and technology (for virtual or hybrid meetings).
2. Minute Taking & Meeting Execution
- Attend all scheduled trustee meetings (in person or virtually).
- Take clear, concise, and accurate notes of the proceedings.
- Key decision points, formal motions, resolutions (noted verbatim), and assigned action items not a full transcript.
- Record attendance, apologies, and declarations of interest.
3. Post-Meeting & Governance Administration
- Draft formal minutes promptly after each meeting, ensuring professional language and a consistent format.
- Circulate draft minutes to the Chair for review, then to trustees for approval.
- Accurately incorporate approved amendments.
- Maintain the trust's official minute book and a register of resolutions.
- Track completion of action items arising from meetings.
- Manage and securely file all governance documents.
This is an excellent opportunity to develop governance experience and gain insight into how a trust board operates.
Requirements:
Essential Skills & Experience:
- Exceptional Written Skills: Strong command of English grammar, spelling, and punctuation.
- Listening & Comprehension: The Ability to distill complex discussions into clear, objective summaries.
- Technological Proficiency: Confident using Microsoft Office (Word, Outlook), G-Suite (Drive, Docs, Sheets, Meet) and virtual meeting platforms (Zoom, Teams).
Critical Personal Attributes:
- Absolute Discretion: Demonstrated commitment to confidentiality. (non-negotiable).
- Meticulous Attention to Detail: Produces accurate legal and governance records.
- Objectivity & Impartiality: Able to record decisions without bias.
- Reliability & Punctuality: A dependable professional who understands the importance of meeting schedules. Consistently meets meeting and document timelines.
- Strong Organisation: Effective time management skills for pre- and post-meeting tasks.
Time commitment:
- About 5 hours a month but this may change depending on meetings and work needing to be completed.
- In person meetings happen on a Wednesday afternoon every second month, than rest of the work can be remote
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.
Apply for this role:
