Secretariat Services

When charities are run by trustees or a small number of staff, there is a need to have an additional resource, a trusted advisor or troubleshooter who can energise, nurture and support in a practical way.

What makes a Secretariat effective?

Each charity's needs will be different, so we always tailor our support to fit those needs. However, an effective secretariat:

• connects people to work together on common goals,
• supports the Chair of Trustees by offering sound and trusted advice on governance, policy, and administrative issues,
• supports practical results that achieve goals and objectives,
• ensures transparency while maintaining confidentiality and
• delivers on time, every time.

What does an effective secretariat do?

The support we provide as a charity’s secretariat falls broadly into five areas.

Administration

• Provide meeting support (eg assisting the Chair of Trustees to develop agendas, collate and circulate papers, prepare and circulate minutes, etc.),
• Organise meetings including all logistics (eg travel, accommodation, catering, venue booking, etc.),
• Keep records (eg minutes, deeds, constitutions, terms of reference, etc.) including establishing and maintaining document management systems,
• Manage telephone/email enquiries,
• Establish and maintain an online presence (i.e. websites, social media, etc.).

Governance

• Alongside the Chair of Trustees, support new trustees to understand their role and function,
• Develop terms of reference and operating procedures, including polices,
• Provide advice on governance issues faced by the board,
• Run Trustee appointment, resignation and dismissal, and/or election, processes.
• Develop and maintain conflict of interest registers.

Project management

• Supporting the development of a work programme that includes objectives, work streams, timeframes, budget, and responsibilities,
• Identify and recommending on the managing risks to the charity,
• Reporting regularly to the Chair of Trustees on activities completed and upcoming activities,
• Developing and maintaining a calendar of events,
• Building and maintaining effective relationships within the group and with other stakeholders,
• Manage the monitoring and evaluation of projects.

Policy

• Prepare advice on policy,
• Circulate emerging information to group members (e.g. new studies published),
• Coordinate Trustees’ input on papers and seek input from external stakeholders as needed,
• Implement resolutions, directives or actions as required.

Finance

• Coordinate the preparation of accounts, file company reports, and any other regulatory requirements (if needed),
• Process grant applications,
• Prepare papers on financial issues,
• Manage budget.

Email: dmyers@consultdarcy.co.uk

Telephone: 01243 943 059

Or schedule an initial chat HERE