Volunteer Secretary to the Board of Trustees

About the role

Your role as Secretary to the Board of Trustees will be important in assisting the smooth running of the MCF Board of Trustees to lead strategy and oversight. As Secretary to the Board of Trustees, you will lead the administration for the Board, including preparing and circulating agendas and minutes of Board Meetings, Sub Committees, and the Annual General Meeting. The Secretary also provides advice and support on the governance within the organisation.


Key Responsibilities

  • Ensure that meetings are notified to all Trustees in accordance with the MCF Constitution.
  • Receive items from the operational staff , Trustees and CEO , and prepare the agenda with the Chair
  • Circulate all papers to Trustees and participants at least one week prior to the meeting
  • Take minutes of board meetings, and ensure the draft minutes are approved by the Chair and circulated promptly
  • Ensure that the Chairperson signs the minutes, when approved by the Trustees
  • Ensure that a quorum of Trustees is always present at meetings
  • Send out notices of the Annual General Meeting or any special or Extraordinary General Meeting
  • Deal with all correspondence as agreed by the Chair and Trustees
  • Attend all meetings, either in person or virtually, and participate in discussion and decision making
  • To be familiar with and to adhere MCF’s Health and Safety Policies and policies relating to your volunteering role
  • Ensure confidentiality is maintained at all times

Skills and qualities

  • Secretarial or administration experience
  • Good communication skills
  • Good literacy and presentation skills
  • A commitment to MCF aims and objectives
  • A commitment to MCF values and policies
  • Ability to work as part of a team including an understanding of the work of MCF , the needs of service users from a range of backgrounds and which may include, young people at risk , those subject to court and licence conditions, those seeking refuge in the local community

Practical Considerations

  • We will provide you with a full induction for the role
  • Training on safeguarding, health and safety and other training and updating of skills and knowledge relevant to the role as appropriate
  • Ongoing support from a named contact
  • Out of pocket expenses in accordance with MCF Expenses Policy including support for home working

Times and Commitment

  • A minimum of one years’ commitment to this role
  • Up to 50 hours per year to cover the Board meetings and in supporting the Chair

The Board meets a minimum of four times per year, additionally there are several subcommittee meetings (potentially ad hoc meetings such as disciplinary, grievance, extra ordinary meetings). Face to face meeting have been held in Shipley, West Yorkshire and York but are currently being conducted virtually via Teams. 

We welcome enquiries from staff of socially responsible companies looking to support their self-development and able to offer time to work with MCF Trustees. 

If you are interested in applying for this volunteer position or have any further questions about the role please complete this short form and we will be in touch as soon as possible. Please note the board of trustees are dealing with these enquiries in their capacity as volunteers so it may take a few days to respond.