Interim Board Secretary (Consultant)

Job Requirements

Major Areas of Responsibility

• Coordinating the Board and Committee annual workplan and meeting calendar.
• Preparing and circulating meeting notices, agendas, and Board packs within prescribed timelines.
• Attending Board and Committee meetings (virtually or in person) and preparing accurate minutes for approval within agreed turnaround periods.
• Maintaining the resolutions register and action-tracking mechanisms, including follow-up with responsible officials.
• Ensuring proper custody, filing, and version control of Board and Committee records in accordance with record management requirements.
• Supporting procedural compliance during meetings, including confirmation of quorum and management of declarations of interest.
• Providing structured handover arrangements at commencement and a comprehensive hand back package at the conclusion of the contract period.
• Meetings
• * Arrange meeting for Board and Sub-committees
• * Plan and design the Board meeting agenda and prepare meeting packs in consultation with the CEO.
• * Plan and design the Board Sub-Committee agendas and prepare meeting packs for distribution to the committee members at least two weeks before the commencement
• of a Sub-Committee meeting
• * Attend Board Meetings and Board Sub-Committee Meetings
• * Ensure proper and orderly conduct of Board meetings and Sub-Committee Meetings
• * Take minutes during Board and Sub-Committee meetings
• * Draft minutes and circulate them to all Board members and Sub-Committee members
• * Maintain the meeting registers
• * Compile and maintain Register of all decisions taken, minutes declaration of interest, gifts and other relevant documentation
• Work output 3: Learning and Growth (Staffing)
• * Partake in the performance management process by completing all self-reviews and manage performance of staff.
• * Maintain and provide input into personal development plan
• * Undergo training when required in order to improve and or to acquire new skills
• * Conduct Board performance evaluation on a quarterly basis
• * Ensure that new Board members undergo the required training
• * Conduct induction training for new Board Members
• Work output 4: Stakeholder and Vendor Management
• * Professional communication and interaction with all stakeholders and members of the public
• * Develop a trusting and mutual respect relationship with internal and external service suppliers
• * Ensure that communication to external stakeholders is effective