Governance Assistant (Meeting Secretary)

Date Posted: 01/09/2021

Deadline: Rolling vacancy

Apply Here

About Nightline Association

Nightlines provide an anonymous and confidential listening and information service, run by students for students at their university. They work to improve student mental health and wellbeing and are open at night when no other university welfare services are available. Nightline services now cover over 100 universities and colleges, or over 1.8 million students, across the UK and Ireland thanks to an incredible team of over 2,100 trained student volunteers.

The Nightline Association is the registered charity that supports, promotes and develops Nightlines. Nightline Association is run entirely by volunteers, who get to play a hands on operational and strategic role in the running of a national charity. By volunteering for the Nightline Association you will not only gain more awareness of the work of the Association and the charity sector, you will also gain transferable skills and make new friends.

Role Description

Your primary responsibility is to take clear, detailed and accurate minutes of formal meetings, recording discussions and actions agreed.

You will sit within the Volunteer Management & Governance Team, whose role is to support the Association’s recruitment and management of volunteers as well as to support good governance. 

Your line manager will be the Volunteer Management & Governance Team Lead. You will also be directly supported by the Governance Coordinator. The team sits within the Engagement department.

Role Summary

Company: Nightline Association
Role:
Term Limit: Three years, with possibility to be extended
Location: Remote working, open to applicants across the UK and Ireland
Supported by: Governance Coordinator
Accountable to: Volunteer Management & Governance Team Lead

Duties and Responsibilities

Core Responsibilities

  • Attend meetings of:
    • General Meetings (usually 1/year, in-person weekend in April)
    • Council (usually 3/year, evenings online)
    • Board of Trustees (usually 4/year, in-person Saturdays)

Due to COVID-19, all Association meetings are currently being held online until further notice. 

  • Take clear and detailed minutes of discussions at these meetings including agreed actions and provide the Chair of the meeting with these minutes within an agreed timeframe.
  • Maintain a list of actions agreed at meetings, removing completed actions and adding new actions after each meeting.
  • Maintain appropriate confidentiality about matters discussed at meetings.
  • Inform the chair of the meeting as soon as possible if you will be unable to attend a meeting.

Optional Responsibilities

(with your agreement if you are interested)

  • Work on and support wider Governance projects and tasks as agreed with the Governance Coordinator.
  • Support meetings of Board Committees, Association Working Groups or other meetings (all usually evenings/weekends online).

Essential Experience and Skills

  • Understanding of the need to maintain appropriate confidentiality
  • Ability to summarise discussions concisely while including all necessary detail
  • Self motivated, organised and able to work to agreed deadlines
  • Able to work as part of a team

Desirable Experience

  • Experience taking minutes of formal meetings

Commitment

  • Whilst how much time you commit to your role at the Nightline Association is largely down to you, we usually expect volunteers to commit an average of one to two hours a week. However, we would also like to stress that this is very much a guide and that volunteers are by no means obliged to commit that amount of time every single week. 
  • You would be expected to attend online team meetings roughly once a month, and to keep up to date with your emails and team messages. The Nightline Association also has three away days each year which you are encouraged to attend when you can.

Link to Apply

Apply Here