Position Title: Board Secretary 

Organisation: Christine Buckley Centre for Education and Support 

Location: Dublin (meetings in-person occasional online) 

Type: Voluntary 

Time Commitment: 1–2 hours weekly, with monthly board meetings and an annual AGM.

Role Overview

The Secretary of the Board will be responsible for ensuring effective governance and smooth administration of the Board of Directors at the Christine Buckley Centre for Education and Support. The role involves coordinating board meetings, maintaining accurate records, and ensuring compliance with charity governance standards. The Secretary works closely with the Chairperson and other board members to ensure the Centre's governance aligns with best practices in the not-for-profit sector.

Key Responsibilities

Board Administration:

•  Organise and schedule board meetings, including issuing meeting notices and agendas.
•  Prepare and distribute minutes of board meetings in a timely manner, ensuring accuracy and completeness.
• Maintain records of board attendance and follow up on action items between meetings.
• Liaise with the Chairperson to ensure the board operates efficiently and in line with legal and constitutional requirements.
• Convene and record the Annual General Meeting (AGM) and manage the archive of governance documents. 
• Oversight of actions arising. 

Governance Compliance:

• Ensure compliance with relevant governance standards and regulations, including the Charities Governance Code.
• Maintain up-to-date records of the Centre’s governance documents, including the constitution, policies, and procedures.
• Assist in the onboarding of new board members, ensuring they are aware of their governance responsibilities.
• Provide support for board evaluations and assessments as necessary.

Compliance and Reporting

• Ensure timely filing of reports and returns to regulatory bodies, such as the Charities Regulator and Revenue.
• Keep records of any conflicts of interest disclosed by board members.
• Ensure proper documentation of the Centre's legal obligations, including data protection and health and safety
• Absolute compliance with obligation to maintain confidentiality 

Policy Development and Implementation:

• Assist in the development, updating, and implementation of governance policies, such as codes of conduct, risk management, and safeguarding.
• Ensure that the board complies with any legal and regulatory requirements that impact the governance of the Centre

Ad-hoc Responsibilities:

• Attend additional meetings, such as sub-committee or working group meetings, as necessary.
• Undertake any other duties as required to support the governance and administration of the board.

Candidate Profile

Essential Skills:

• Experience in managing and administering board or committee meetings, with strong minute-taking and 
• Solid understanding of governance in the not-for-profit/charity sector, including regulatory compliance (e.g., Charities Governance Code, Revenue requirements).

Desirable Skills:

• Experience in company secretarial duties within the non-profit sector.
• Familiarity with strategic planning and knowledge of the community development landscape in Ireland.

Expectations

Board Participation

• Active engagement in monthly board meetings
• Annual AGM attendance
• Term commitment of 1-3 years, with the option to renew.

Shared Responsibilities: 

• Uphold the Centre’s mission and values, ensuring compliance with its charitable purpose.
• Act in the best interest of the Centre and oversee asset management.
• Comply with statutory and fiduciary responsibilities, ensuring best practices in corporate governance.