When charities are run by the trustees or a small number of staff there is a need to have an additional resource, a trusted advisor or trouble shooter who can energise, nurture and support in a practical way.
What makes a Secretariat effective?
Each charities 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.
- Provide meeting support (i.e. assisting the Chair of Trustees to develop agendas, collate and circulate papers, prepare and circulate minutes, etc.),
- Organise meetings including all logistics (i.e. travel, accommodation, catering, venue booking, etc.),
- Keep records (i.e. 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.).
- 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.
- 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.
- 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.
- 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.
Telephone: 01243 769 059
Or schedule an initial chat HERE