The Group Secretary supports the Group Executive Committee, ensuring smooth functioning and smooth administration of the Group.
The Person
Our Secretary will ideally have previous experience in a Trustee or Committee Secretary role, although training will be available for an enthusiastic and committed person who wants to join the team.
The Skills Profile
- Strong organisational skills.
- Strong communication skills.
- Ability to work as part of a team.
- Able to think creatively and solve problems.
- Ability to summarise information for different audiences.
- Willing to speak one’s mind and listen to the views of others.
- Able to maintain independent and objective judgement.
The Training
Mandatory
Scouting has a core set of training that Trustees will need to undertake:
- Module 1 – Essential Information
- General Data Protection Regulations
- Safety
- Safeguarding
- Trustee Induction
Tools of the Role
Your role will require you to use the following software packages, if you have no experience of those packages, we will support you in gaining skills to enable you to be our Secretary:
- Online Scout Manager
- Office365 (Word, Excel, Outlook, Teams)
- Compass (Scout Adult Membership System)
Core Tasks/Responsibilities
- Provide administrative support to the running of the Executive Committee.
- Act as Secretary for the Group Scout Council.
- Work with the Chair of the Executive Committee to set meeting agendas and arrange meeting logistics for the Executive Committee.
- Taking accurate and accessible minutes of Executive Committee meetings.
- Distributing agendas, minutes and supporting documents for Executive Committee meetings.
- Maintaining accurate records for the administration of the Group, District; including meeting minutes, census details, ownership of property and equipment, insurance and financial information.
- Ensuring the safety and security of records maintained by the Executive Committee and complying with appropriate legal requirements.
- Communicating with the Executive Committee and relevant Scout Council.
- Support the completion of the Annual Census return.
- Preparing the appropriate administration for the Annual General Meeting, including collating the Annual Report and Accounts.
- To be a full and active participant in Executive Committee meetings and activities.
- To uphold the responsibilities of an Executive Committee as outlined in The Scout Association’s Policy, Organisation and Rules.
- Willingness and eligibility to act as a Charity Trustee for the Group.
- Contribute to the strategic aims and future development of the Group.
Relationships
| Role | Relationship |
|---|---|
| 26th Milton Keynes Youth Members | Why you’re doing the role |
| Group Chair | Fellow Trustee, Line Manager |
| Group Treasurer | Fellow Trustee |
| Group Scout Leader | Fellow Trustee, Group Head Honcho |
| Group Exec Members | Fellow Trustees |
| District Secretary | Supporter, Counsellor, dotted line manager |
| Group Section Team | Your Wider Team |
| Section Administrators | Admin support within Sections, including maintaining accurate records |
| Other Group Secretaries | Your Support Network |
The Process
Every volunteer who applies will be considered, as there may be a requirement for Section Administrators to assist with the day-to-day management support of a Section.
The successful applicant will be appointed to post until the first Group AGM, whereby they will need to stand for re-election as per Policy, Organisation & Rules, the rules of the Scout Association.
Mandatory Training needs completing within 5 months of DBS being submitted, and an informal interview with the District Appointments Committee, at some point when it reconvenes.
