South East Volunteers is seeking a suitably qualified candidate for a voluntary position on the Board of Directors that will act as company Secretary.

South East Volunteers (SEV) is a not-for-profit organisation that has been helping the local community in the City of Monash and surrounding areas for over 30 years by providing much needed volunteer service. SEV provides services to directly assist older people and those with disabilities to stay independent, by assisting with Transport, Social Support and a community Safety Register. We also support several other community organisations by connecting volunteers with opportunities and providing them with essential training. We are very proud of our volunteers and recognise the enormous contribution they make to our community.

The role of Company Secretary reports to the Chair and as directed, the Executive Director, and is responsible for the efficient administration of the Board, particularly ensuring compliance with statutory and regulatory requirements and for ensuring that decisions of the Board are accurately recorded and implemented.

The main objectives and responsibilities of the Board members are:

• Custodian or stewardship of all activities of SEV, with the responsibility of governance of the organisation on behalf of members.
• Leadership, forward planning and guidance.
• Accountability and control: monitor the management of the organisation and ensure good management practices and appropriate checks and balances are in place.
• Attendance at all meetings, or apologise in advance for absence.
• Where the Board papers are circulated in advance of the Board meeting, read papers and consider issues before the meeting.
• Contribute and monitor the strategic plan for the future of the service and the organisation, including the setting of priorities.
• Approve a budget.
• Determine Board level policies.
• Ensure adequate financial resources are available to maintain the services.
• Ensure systems are in place so that the services operate on best practice.
• Ensure that the organisation and its services conform to the relevant legal requirements.
• Promote the organisation when opportunities arise.
• Review and approve the organisation’s systems for financial control and risk management.
• Board members are expected to be members of 1-2 subcommittees, either a subcommittee chair or as a general member of the subcommittee.

The Secretary’s duties and responsibilities include

• Liaising with the Chair and Executive Director to settle annual calendars and agendas for meetings of the Board of Directors, subcommittees, Annual General Meeting, and contributing to papers, collating and circulating meeting packs as required.
• Ensuring all meetings are properly convened in consultation with the constitution; attending the Annual General Meeting and meetings of the Board of Directors and subcommittees
• Taking minutes for all Board related meetings, including coordination and finalisation of minutes approvals and action register
• Drafting and recording outcomes of circular resolutions as required
• Ensuring Statutory registers are up to date via Executive Director
• With the Executive Director, managing registers of Board Directors, conflicts of interest, and declarations.
• Assist with development of new constitution and any updates to the Board Charter as required out of constitutional updates.
• Managing correspondence to the Board as required
• Contributing to review of Policies & Records management as required
• Ensuring high levels of Board record keeping and documentation compliance in consultation with the Executive Director

The Secretary should have:

Practical experience with compliance and general company secretarial duties, and knowledge of a director’s responsibilities

• Excellent written and verbal communication skills
• Good interpersonal skills – able to work in a dynamic, small team environment
• Accuracy and attention to detail
• Good organisational and time management skills
• Knowledge of, and experience, in the not-for-profit regulatory environment in Australia
• Excellent IT skills with the ability to attend online meetings via Google Meet and/ or Zoom or Microsoft Teams and distribute relevant documentation to members.

Term of office for Board Members is limited to 3 years. Elections take place at the Annual General Meeting each year, at which time nominations are put forward. A Board Member can retire from the Board at any time within the 3 years, or can stand for re-election for a further 3 year term.

On being elected to the Board, members undertake induction and training procedures as provided by the Board. AICD qualifications preferred.

Members of the SEV Board will also have responsibilities for CrimCheck. CrimCheck is a not-for-profit national criminal history check organisation which helps fund SEV.

For more information crimcheck.org.au.

Please click Apply Now to submit your application for this position.

For more information on South East Volunteers please visit our website on sev.org.au.

A position description is attached.