Secretary - Board of Management

     

++POSITION TITLE: BOARD OF MANAGEMENT – SECRETARY++

Organisation: Norlane Community Centre Inc.

Position type: Volunteer

Reports to: Chairperson and Board of Management

Term of Appointment: In accordance with the Constitution  

++ORGANISATIONAL CONTEXT++

Norlane Community Centre offers opportunities for local people to connect, learn and contribute to their community through various programs and activities run in the centre. 

Our centre is a Child Safe organisation which also values diversity and social inclusion.

We welcome people of all backgrounds and communities in our programs, including Aboriginal and Torres Strait Islander people, people of all ages, genders, religion, ethnicities, sexual orientation and ability. Our centre has zero-tolerance of child abuse and racism.

Mission

The Norlane Community Centre is committed to providing a friendly environment where individuals can develop self-empowerment in ownership and participation in Norlane and surrounding areas.

Vision

Our vision is a community where everyone has the opportunity to be engaged, accepted and actively involved and their contribution valued.

++ROLE OVERVIEW++

The Board of Management provides governance and oversight of the organisation.

The Secretary of the Board supports the effective governance of the Neighbourhood House by ensuring accurate records are maintained, meetings are administered efficiently, legal, constitutional and governance obligations are met.

The Secretary works collaboratively with the Chairperson, Treasurer, Board members and the CEO to support the Board's decision-making and accountability responsibilities.

Time Commitment

• Monthly Board meetings (approximately 1-2 hours, evening timeslot)
• Preparation and follow-up for Board meetings
• Attendance at the Annual General Meeting
• Participation in strategic planning days, Board development sessions and governance training as required

++KEY RESPONSIBILITIES++ 

Governance and Compliance

• Ensure Board records are maintained in accordance with legislative and organisational requirements.
• Maintain the organisation's register of members.
• Ensure governance documentation is current and accessible.
• Assist the Board to comply with constitutional obligations.
• Support the timely completion and submission of required documentation relating to governance and regulatory requirements.
• Monitor matters requiring Board attention, including policy reviews and governance reporting.

Board and Committee Administration

• Work with the Chairperson and Manager/Coordinator to prepare Board meeting agendas.
• Distribute agendas, reports and meeting papers within agreed timeframes.
• Attend Board meetings and General Meetings.
• Prepare and maintain accurate minutes that clearly record decisions and actions.
• Maintain a register of Board resolutions and actions.
• Follow up outstanding action items between meetings.

Annual General Meeting and Special Meetings

• Coordinate AGM documentation and notices in accordance with constitutional requirements.
• Assist in the administration of Board elections.
• Ensure records of AGM outcomes are maintained.
• Support the organisation to meet statutory obligations following the AGM.

Records Management

Maintain secure and accurate records of:

• Board and Committee minutes
• Annual General Meeting records
• Governance policies
• Constitution and Rules
• Membership records
• Board correspondence
• Strategic and governance documents

Communication

• Manage official Board correspondence where required.
• Act as a point of liaison between Board members and management regarding governance matters.
• Support effective information flow between Board members.
• Assist in onboarding and orientating new Board members.

++QUALIFICATIONS AND EXPERIENCE++

++Essential++

Knowledge and Skills

• Strong organisational and administrative skills.
• Ability to prepare accurate minutes and maintain records.
• High level written communication skills.
• Sound computer skills including Microsoft Office, email and electronic document management.
• Understanding of confidentiality and privacy obligations.
• Ability to work collaboratively as part of a governance team.

Personal Qualities

• Commitment to community development and social inclusion.
• Integrity, accountability and professionalism.
• Attention to detail.
• Reliability and good time management.
• Respect for diversity and community participation.

++Desirable++

• Experience serving on a committee, Board or community organisation.
• Understanding of the Victorian Neighbourhood House sector.
• Familiarity with incorporated associations and governance responsibilities.
• Experience in policy development, administration, legal, governance or community services settings.
• Knowledge of Neighbourhood Houses Victoria resources and governance frameworks.