role details

Secretary

The role entails management of membership, filing of company statutory documents, being the first point of contact for the Charity, taking notes of all meetings including preparing & distribution of meeting agendas and minutes of meetings.

location

Oxford, Oxfordshire

working hours

Flexible

Voluntary unpaid

Expenses only

What is a Trustee?

Trustees provide an essential and legal requirement for all charitable organisations. Trustees are recruited to take overall responsibility of the organisation, ensuring that the charity delivers its charitable aims and works within both recommended and legal guidelines.

There are a number of responsibilities involved in becoming a Trustee and as such you are advised to read the publications available from the Charity Commission.

The Board of Trustees is made up of professional persons, proprietors, senior managers, and directors. The team is lead by the Chair and supported by the Treasurer and Secretary. Non-Executive Directors also hold Trustee positions within the board.

All Board of Trustees and Management Committee are volunteers and dedicate a lot of time throughout the year to ensure the day-to-day management of Oxford Pride. Both the Trustees and Management Committee oversee this activity, but only the Trustees are involved in strategic decision-making.

What will I be doing?

Overseeing new membership sign ups throughout the year and before each Annual General Meeting.
Maintaining an up-to-date register of members and register of interests, which should be available to other Directors upon request.
Supporting the Volunteer Officer to maintain an up-to-date register of volunteers, which should be available to any other Director upon request.
Ensuring that Oxford Pride Group follows the UK Data Protection Act 2018 for the above and for all other storage of data, including promptly responding to queries about data, and requests to access rights to data.
Coordinating correspondence with all members, including the advertisement of all meetings and provision of agendas.
Taking minutes at all General Meetings, Board of Trustee Meetings, and the Annual General Meeting, and promptly circulating them to relevant members (this role may be delegated in the case of illness, exceptional circumstances, holiday, or other suitable agreed reason).
Working with the Treasurer and the Chair to ensure the financial regulations and contracts are adhered to in line with Company Law, Charity Law, and the Policies of the charity.
Listed as the Company Secretary and a Director on Companies House.
Being available throughout the annual Parade Day to answer any queries (excluding in the case of illness or other exceptional circumstances).
Assist Operations Officer with administration and paperwork for local authorities and stakeholders.
Ability to work to deadlines and good administration experience. Knowledge of both Company and Charity Law however not essential.

What do I need?

Ability to work to deadlines and knowledge of both Company and Charity Law however not essential.

The benefits:

How do I apply for the role?

To apply or re-apply for this position please email our directors at directors@oxfordpride.uk with the following:

Reason for Your Application
Qualities/Experience You Bring
Up-to-date CV

One of our directors will contact you with the outcome or to arrange next steps. Your data will be used according to Oxford Pride’s GDPR Policy, available on our website under Bylaws. Non-successful applicants can request feedback.