Job Title

Purpose Support the Chairperson by ensuring the smooth functioning of the committee. Maintaining proper procedures. General Responsibilities Prepare agendas with the Chairperson, circulate these and any supporting papers in good time. Arrange committee meetings and AGM (booking the room, arranging for equipment and refreshments, organising facilities for those with special needs, etc). Notify other committee members of upcoming meetings and request agenda items. Check that a quorum is present, take a roll of attendees at meetings, either verbal or written, and keep a permanent record of attendees. Take minutes, and send the draft minutes to all committee members. Ensure that the minutes are signed by the Chairperson when they have been approved. Check that committee members have carried out their actions agreed at the previous meeting. Send agendas and minutes of the AGM and any special or extraordinary general meetings. Sitting on appraisal, recruitment and disciplinary panels as required. Additional Responsibilities Maintain files of agendas and minutes. Type all required letters of the Chairperson, Deputy Chairperson. File all inward and outward correspondence, and answer all correspondence promptly (ideally within a week). Report this to the committee. Maintain the files and the archive, including clippings and relevant documents such as the constitution, certificate of incorporation, lease agreement on the rooms, and insurance policies. Maintain contact names, addresses, phone numbers, and e-mail addresses of people with which the organization regularly works. Act as the record holder of master copies of membership lists. Keep copies of activity calendars and special events. Write Thank You notes, etc. Produce a directory of committee members of the toy library. Specification for this Role Well-organised and efficient Knowledge or experience of business and committee procedures. Minute-taking experience. Ability to think creatively. Willingness to speak their mind. Ability to work well and effectively as a member of a team. Computing and communication skills are an advantage. Online or Remote Category Family Services Commitment Regular - less than 6 months Time Required You will need to attend a monthly committee meeting (with the option of attending online) and spend approximately 4-8 hours per month on ensuring the smooth running of the committee and library. Training You will be supported by other committee members and introduced to our filing systems and not-for-profit committee procedures. #J-18808-Ljbffr