Company Secretary (Trustee)
Hampton Pool Trust
The Company Secretary supports the effective governance of the Trust and advises the Board, to ensure compliance with the Memorandum & Articles of Association. Working with the Chair and Finance Director, the Company Secretary supports the timely completion and filing of the Annual Return and plays a major part in the organisation of the AGM. The Company Secretary also maintains the Registers and Statutory Records of Hampton Pool Trust and manages membership applications and data.
POST: Company Secretary RESPONSIBLE TO: Hampton Pool Trust Chair GENERAL ROLE DESCRIPTION The Company Secretary supports the effective governance of the Trust and advises the Board, to ensure compliance with the Memorandum & Articles of Association. Working with the Chair and Finance Director, the Company Secretary supports the timely completion and filing of the Annual Return and plays a major part in the organisation of the AGM. The Company Secretary also maintains the Registers and Statutory Records of Hampton Pool Trust and manages membership applications and data. RESPONSIBILITIES • Working closely with the Chair and Board, contribute to the overall strategic direction and decision making of the Trust, including policy development, setting objectives and evaluating performance. • Provide guidance and advice on governance to the Chair and Board, based on a sound knowledge of all areas of the work of the charity, a detailed understanding of the Memorandum & Articles of Association, and awareness of sector statutory and regulatory frameworks. • Where appropriate, act as the point of contact with the Charity’s Lawyers and other sources of professional advice on behalf of the Trust • Arrange meetings of the Board and such General Meetings as are required by Directors or members as appropriate. Send out the notices of such meetings in due time as required by statute, together with the agenda and papers, manage member correspondence and questions in connection with these meetings. • Take responsibility for the timetable and preparation in connection with the AGM, including nomination processes for election to the Board, rotation of Directors, supervising the issue of proxies, and oversight of voting. • Contribute to the work of the Governance & Ethics Committee, a standing committee of HPT Board, which support the post holder in work required to advise the Board • Support the Finance Director and Chair in the preparation of the statutory annual accounts and financial reports and in ensuring timely filing as required by statute • Maintain the registers and statutory records of Hampton Pool Trust, including membership applications, requests to consult the Register. • Work with the Data Protection Officer of the Trust on matters connected with legal requirements associated with data control and data handling. • Oversee a rolling programme of review of all policies, with key policies being brought to the Board for consideration and approval. • Working with the Chair, maintain a risk management system that identifies and reviews the key risks that the organisation faces and to implement controls to minimise these. • In connection with all aspects associated with good governance liaise as required with the Pool Operator to ensure sound understanding between the two parties and to agree the distribution of responsibilities
Administration,Trusteeships & Committees
Admin, Good IT Skills, Reading & Writing
Qualifications: Education and professional development in areas relevant to the role, e.g. legal, governance, administration or business or information management Experience: Essential • A proven track record of working in a legal, governance or administrative capacity for a relevant organisation. • Strategic experience of support for Board level decision making • Ability to work effectively with fellow volunteer board members, support building a positive team spirit and inspiring & motivating board colleagues and members • Ability to prioritise, plan and organise • Problem solving skills • Sound communication skills, including the ability to develop clear and effective reports to the Board, to present reports and to the Board, to members and external funders Desirable • Knowledge and experience of charity sector governance • Experience of information and data management ADDITIONAL EXPECTATIONS • Commitment to Hampton Pool Trust charitable objects, strategy and objectives • Understanding of the management of risk • Understanding of health and safety and safeguarding requirements • An interest in aspects of the work of the charity, community health and wellbeing, sports, exercise and fitness sector, • Willingness to comply with the conduct expected of a Trustee, including confidentiality, support for the values of the Trust etc.
Personal & Professional Growth: Making a Difference: You can play a vital role in the governance of a charity, ensuring its sustainability and effectiveness. Developing Skills: Trusteeship provides opportunities to enhance leadership, strategic planning, financial management, and governance skills. Learning New Things: You can gain valuable insight into charity management and the workings of different organizations. Networking: You'll have the chance to connect with other professionals, fellow trustees, and stakeholders within the charity sector and broader community. Improving your CV: The experience and skills gained as a trustee can be valuable for your professional development and career progression. Meeting new people: Joining a new organization or charity is a fantastic way to meet new people from a range of different personal and professional backgrounds. Shaping the direction of a charity: Trustees are strategic and an essential part of any charity, working closely with the Operator and setting the direction of the organization. Contributing to a Cause: Giving Back: You can contribute to a cause you care about and play a role in ensuring its long-term success. Using Your Skills: You can leverage your professional knowledge and experience to guide the organization strategically. Seeing Your Work Yield Positive Results: You'll have the opportunity to see the impact of your work and contribute to positive change. Focus your energy: Many people join charities that have supported family or friends that needed help in the past. Personal wellbeing: Research has shown again and again that giving your time and energy to others is beneficial for your own mental health and wellbeing. It can make life feel more meaningful and provide a powerful sense of purpose to your life.
The Board currently meet around seven times a year in the evening with a one-day Strategic Meeting (usually in the autumn) with other Board Committees meeting as and when required. We expect the time commitment for this role to be up to one day a week, depending on the needs of the organisation, with peaks of activity e.g. ahead of our AGM.
TW2 6AA
Hampton Pool, High Street, Hampton, Middlesex, TW12 2ST. Please note that this is the address of the charity, but meetings are not held here but at other local venues.
N/A
1
