Volunteer Trustee

**SUMMARY OF ROLES AND RESPONSIBILITIES (SoRR)**

**UNIT MANAGEMENT TEAM SECRETARY**

**Introduction**

Sea Cadet units are managed and run by committed volunteers. The Unit Management Team (UMT) are the unit’s trustees, headed by the Unit Chairperson (UC). The UMT is responsible for the running of the unit at a strategic and management level.

The UMT Secretary is appointed to maintain auditable records and take minutes relating to the UMT.

**Time in Post**

UMT Members, including the Secretary, are elected annually and may stand for re-election at the AGM.

**The Role**

As independent charities, each Sea Cadet unit has a number of trustees to oversee the management and legal undertakings of the unit. The Secretary is to support the UC by keeping and publicising meeting notes to the other members of the UMT.

This role will undertake “regulated activity” and will therefore require an enhanced disclosure with barring check to be repeated at no less than three yearly intervals.

**Primary Purpose**

The primary purpose of all the UMT Trustees is to support the UC to manage a safe, effective and successful Sea Cadet unit.

**Secondary Purposes**

The secondary purpose of the Secretary is to assist the UC and to be responsible for maintaining and publishing auditable records of the unit’s meetings and activities on Westminster, except those which are the responsibility of the Unit Administration Officer (UAO).

**Accountability**

The Secretary is accountable to the UC.

**Authority**

The Secretary has authority to record and seek action updates from all members of the UMT.

**Competencies**

This section will be completed once the Competence, Role and Rank work is concluded.

**Principal Tasks**

The Secretary is supported by the UC and is responsible for the following principle tasks:

- Sending out calling notices and agendas for UMT meetings at least two weeks before the meeting date. The UC should provide the format of the agenda.
- Taking minutes at all UMT meetings and upload to the UMT Matters section of WM within 14 days after the meeting. This includes action points to all UMT members, the District Officer (DO), District Chairperson (DC), Assistant District Officer (ADO) and Area Volunteer
Business Support Manager (VBSM). It is also good practice to send a copy to the Unit
President.
- Sending out calling notices and agenda for the AGM at least 21 days before the meeting date. The Chairperson should provide the format for the AGM.
- All official notices and correspondence for the unit charity and their distribution on behalf of the UMT, other than those which are the responsibility of the UAO. If someone else writes a letter on behalf of the UMT a copy should be passed to the Secretary for the unit records.
- Keeping and collating the unit charity’s archives including statutory notices such as insurance and liability certificates. The Secretary is not responsible for any records appertaining to uniformed volunteers or cadets.
- Taking minutes of any AGM or Extraordinary General Meeting and then upload to the UMT Matters section of WM within 21 days after the meeting and notify the VBSM that this has been done.

**Performance Review**

The Secretary will have regular updates with the Unit Chair.

**Getting the most out of your volunteering**
It is really important that we provide guidance and support to make the most of your time as a Sea Cadet Corps (SCC) volunteer. Below is what you can expect from us to enable you to give us your very best.

You can expect us to:

- Support you to understand your role, how to do it and the difference you make to the SCC
- Understand the skills and experience you have, as well as your aspirations for volunteering
- Provide you with an induction, ongoing support and training to undertake your volunteer role
- Provide regular updates about any developments in the charity that are relevant to you
- Value your contributions and providing you with potential opportunities to progress

**Equal opportunities Statement**
MSSC is committed to safeguarding and promoting the welfare of young people, with a child centred approach and expects all volunteers to share this commitment. MSSC aims, through the implementation of its Equality and Diversity Policy to ensure that no young person or volunteer receives less favourable treatment, is excluded from benefiting from its services (within the bounds of safety to themselves and others), or suffers disadvantage by reason of: class; ethnic origin; culture, nationality or race; gender; age; marital or sexual status; mental or physical ability; political or religious belief or unrelated criminal conviction unless the responsibilities of a role require us to do so in order to safeguard our cadets and volunteers.

**Job Type**: Volunteer

**Salary**: £0.01 per year

**Benefits**:

- Flexitime
- Work from home

Schedule:

- Flexitime

Work Location: Hybrid remote in Rosyth, KY11 2XH

Reference ID: Volunteer Secretary Rosyth