The Charity Secretary is a key member of the Board of Directors, responsible for ensuring the effective governance and compliance of the charity with relevant legal and regulatory requirements, in line with the Charities Act 2009 and other applicable Irish charity regulations. The Charity Secretary will support the Chair and Board of Directors in maintaining best practices in corporate governance, transparency, and accountability.

Key Responsibilities

Governance and Compliance

• Ensure compliance with all relevant charity laws, including the Charities Act 2009 and regulations set forth by the Charities Regulator.
• Maintain up-to-date records of the charity’s registration, including charity number and contact details with the Charities Regulator.
• Ensure timely filing of required reports and annual returns to the Charities Regulator and other relevant bodies.
• Ensure that the charity adheres to the charity's governing document (e.g., Constitution, Memorandum of Association).

Board Administration

• Prepare agendas, board papers, and minutes for all Board and General Meetings in consultation with the Chair.
• Maintain a record of Board attendance at meetings and ensure Board members are informed of their duties and responsibilities.
• Ensure that all meetings are properly convened, and that decisions are appropriately documented and communicated.
• Organize and facilitate the induction and training of new Board members.

Documentation and Record Keeping

• Safeguard and manage the charity’s legal and corporate records, including the minutes of meetings, financial statements, and official correspondence.
• Ensure that the charity’s statutory records (such as the register of members, directors, and trustees) are accurately maintained and available for inspection.

Communication

• Act as the main point of contact for the Board and external stakeholders regarding governance-related matters.
• Ensure that all relevant documentation, policies, and procedures are effectively communicated and accessible to Board members.
• Liaise with the Charities Regulator on compliance and governance matters, and any other statutory bodies as necessary.

Ethical and Regulatory Oversight

• Promote ethical decision-making within the organization and maintain an ethical framework in compliance with charity law and regulations.
• Monitor compliance with governance codes and the charity’s internal policies.
• Ensure that the Board is aware of its legal responsibilities and fiduciary duties, including financial oversight.

Confidentiality

• Maintain confidentiality in all matters relating to the Board, its members, and the charity's operations.
• Ensure that all sensitive information is properly safeguarded and shared only with appropriate parties.

Skills & Experience Desirable

• Qualifications:
  • Strong understanding of charity law and governance, preferably with relevant professional qualifications or experience.
  • Familiarity with the Charities Act 2009 and the regulations and compliance requirements of the Charities Regulator in Ireland.
  • Knowledge of corporate governance practices and board-level responsibilities.
• Experience:
  • Proven experience in a governance or administrative role, preferably in the charity sector.
  • Experience in preparing meeting agendas, minutes, and reports.
  • Understanding of financial reporting and oversight in a charity context.
• Personal Attributes:
  • Strong organizational and time-management skills.
  • Ability to communicate clearly and effectively, both in writing and verbally.
  • High attention to detail and accuracy.
  • Ability to handle sensitive and confidential information.

Time Commitment

The Charity Secretary is expected to dedicate 2-3 hours per week at the beginning and thereafter 2-3 hours a month, depending on the level of Board activity and regulatory deadlines. Regular attendance at Board meetings and Annual General Meetings (AGM) is required.

Additional Notes

• This role is voluntary, and no remuneration is provided. However, reasonable expenses incurred in the execution of the role may be reimbursed according to the charity’s policy.
• The role of Charity Secretary will be reviewed periodically to ensure that it remains aligned with the evolving needs of the charity and compliance requirements.
• Experience in a similar role is desirable, but not essential. We welcome applications from candidates without prior experience, as full training will be provided.