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Charity Committee Secretary

2 months ago

Ipswich, Suffolk, United Kingdom Eastern Community Assistance Team (EA-CAT) Full time

Eastern Community Assistance Team (EA-CAT) are a Suffolk based not for profit organisation, registered with the charities commission. The organisation consists of 100% voluntary members who dedicate their passion, time and skills to help support a wide variety of other charitable organisations, community groups/events, healthcare professionals, the emergency services and other council led emergency initiatives.

The range of duties undertaken, and assistance provided, can range from marshalling duties such as car parking, crowd management and carnival processions (both vehicular and on-foot), to PR events and public interaction opportunities, through to extreme weather assistance with transport services to the healthcare and emergency services professionals.

Examples of the types of organisations we support are St. Elizabeth Hospice, St Nicholas Hospice, a wide variety of community fairs and parades to Suffolk County Council and the NHS to name a few.

Those organisations who rely on EA-CAT year after year proudly state they “couldn’t do what they do, without us doing what we do” And that’s why our members truly are local heroes Their dedication to helping others is at the core of our ethos as a charity.

 

The role:

The ‘Secretary’ is a non-voting position within the committee and is responsible for all record keeping and internal communications within the charity. Taking accurate minutes of monthly meetings, typing up agenda’s, liaising with marketing & fundraising for press releases and keeping all members informed about the organisation’s activities, and changes.

The Secretary’s overall role includes administrative duties such as:

  • Organising committee meetings, 
  • Minute taking through notes or from, 
  • Managing internal correspondence, 
  • Managing updates and background information as required by committee
  • Keeping records of important decisions, and other similar administrative responsibilities. 
  • Supporting the committee on ways to become more efficient and effective in the day to day running.
  • Supporting other committee members and functional leads as and when needed.

Given the ever-increasing challenges faced by so many small charities, the responsibility of the Charity Secretary is to make sure that the organisation runs properly and within compliance, being a Charity Secretary is a very important position 

The secretary is responsible for ensuring that the charity is run within the law and basic functions will be to support the committee (alongside the Compliance Lead) in ensuring that governance and good practice are followed.

We would anticipate this role taking 6-10 hours per month as a guide, however is fully flexible and we encourage all applicants to put forward their ideas and suggestions.

Person Specification:

Essential:

  • IT literate with access to a suitable device (PC/Laptop/Tablet) for accessing web-based information, sending and receiving emails, creating and saving documents, correspondence etc.
  • Access to broadband and either a landline or a mobile phone for occasional use (mobile preferred but not essential).
  • Possess a sound understanding of organisational arrangements for meetings, arranging agenda’s etc.
  • Be able to take accurate minutes either face to face or via a recording device if unable to attend a meeting.
  • Possess a passion for helping others and promoting the culture of the charity.

 

Desirable:

  • Willingness to receive any clerical correspondence relating to the charity including utilising their address for this correspondence.
  • Previous experience in a secretarial role, either company or charity based.
  • Understanding of charitable governance and micro charity compliance/functionality.
  • Prior experience of collating information/media releases and proof reading before submission. 
  • Willingness to support other committee members with tasks such as communications, day to day enquiries.
  • Prior experience of specific software such as Microsoft Office, an email software, DropBox

 

What can EA-CAT offer you?

  • Complete training on the software/systems we use and installation on your apparatus of choice (PC, Laptop, Tablet etc.)
  • Opportunities to undertake additional training face to face and via e-learning.
  • A passionate and dedicated team who all work very closely to support each other.
  • The opportunity to play your part in making a difference to so many people’s lives.
  • Complimentary membership of EA-CAT, including ID card & branded High Vis Vest

 

Please apply by sending your CV/Covering letter/or suitability statement and one of the team will be in touch very soon to discuss further with you. For any questions or enquiries please also just make contact via the application process in the first instance and we'll get back to you.