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For Companies At a Glance
- Tasks: Support governance by preparing agendas and recording minutes for trustee meetings.
- Company: Phase, a charity focused on building resilience in young lives.
- Benefits: Gain valuable experience, training opportunities, and reasonable expense reimbursement.
- Other info: Flexible commitment with approx. 6 meetings per year and supportive team environment.
- Why this job: Make a real difference in the community while developing your organisational skills.
- Qualifications: Organised, detail-oriented, and a good communicator; no prior experience needed.
The Clerk to the Board of Trustees supports effective governance by preparing agendas, recording accurate minutes, and coordinating key communications to ensure smooth running of Phase’s leadership.
Key Information
- Role Title: Clerk to the Board of Trustees
- Reports to: Chair of Trustees
- Time Commitment: Approx. 6 meetings per year (weekday evenings), plus admin/coordination in between
- Location: Hitchin-based (meetings in person, with occasional remote communication)
- Remuneration: Voluntary (reasonable expenses reimbursed)
- DBS: Basic DBS check required (provided by Phase)
Core Responsibilities
- Attend all trustee board meetings (approx. 5–6 per year)
- Prepare and circulate meeting agendas in consultation with the Chair and Director
- Take accurate, clear, and professional minutes at each meeting
- Record and track agreed actions, decisions, and matters arising
- Distribute draft minutes and related papers to trustees in a timely manner
- Maintain records of trustee attendance, declarations, and governance paperwork
- Support the smooth flow of communication between trustees and senior staff
- Ensure governance records are well-organised and stored securely via the Phase Trustees Portal
- Keep trustee contact details up to date and confidential
- Liaise with the Chair and Director to ensure meetings are purposeful, compliant and effective
Person Specification
- Organised, dependable and detail-oriented
- A clear and confident note-taker
- Discreet and able to handle confidential information with professionalism
- A good communicator who works well with others
- Comfortable using email, Google Docs, and online meeting tools (training can be provided)
- Familiar with (or willing to learn about) charity governance and good practice
- Good sense of humour
Support Provided
- Full induction to Phase and trustee operations
- Access to the Trustees Portal, contact directory, and policy documents
- Support from the Chair of Trustees and Director
- Optional access to online training (e.g. charity governance, safeguarding, etc.)
Why This Role Matters
Good governance isn’t just paperwork — it’s the foundation that helps us build resilience in young lives for brighter tomorrows. As Clerk, you’ll ensure that our board operates with clarity, accountability, and purpose. Your role supports the integrity of everything we do.
Clerk to the Board of Trustees employer: DeedMob B.V
Contact Detail:
DeedMob B.V Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Clerk to the Board of Trustees
✨Tip Number 1
Network like a pro! Reach out to people in your circle or even those you don’t know yet. Attend local events or online meetups related to governance and charity work. You never know who might have a lead on the Clerk to the Board of Trustees role!
✨Tip Number 2
Prepare for those meetings! If you get an interview, brush up on your knowledge about charity governance and the specific challenges faced by organisations like Phase. Show us you’re not just interested, but passionate about making a difference.
✨Tip Number 3
Practice your note-taking skills! Since the role involves recording accurate minutes, it’s a good idea to demonstrate your ability to capture key points clearly. Maybe even volunteer to take minutes at a local meeting to get some practice in.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, we love seeing candidates who are proactive and engaged with our mission.
We think you need these skills to ace Clerk to the Board of Trustees
Some tips for your application 🫡
Show Your Organisational Skills: As a Clerk to the Board of Trustees, being organised is key. Make sure your application highlights any experience you have in managing agendas or taking minutes. We want to see how you keep things running smoothly!
Be Clear and Confident: When you're writing your application, be clear and confident in your communication. This role requires good communication skills, so let us know how you’ve successfully worked with others in the past.
Demonstrate Discretion: Since you'll be handling confidential information, it's important to show that you can be discreet. Share examples of times when you've managed sensitive information professionally.
Apply Through Our Website: We encourage you to apply through our website for a smooth application process. It’s the best way for us to receive your details and get to know you better!
How to prepare for a job interview at DeedMob B.V
✨Know Your Governance Basics
Familiarise yourself with charity governance and the specific responsibilities of a Clerk to the Board of Trustees. Understanding the key principles will help you demonstrate your commitment and readiness for the role.
✨Prepare for Meeting Agendas
Think about how you would approach preparing meeting agendas. Be ready to discuss your process for consulting with the Chair and Director, and how you would ensure that meetings are purposeful and effective.
✨Showcase Your Note-Taking Skills
Practice taking clear and concise minutes from mock meetings. Bring examples of how you’ve recorded actions and decisions in the past, as this will highlight your attention to detail and professionalism.
✨Communicate Confidently
Be prepared to discuss how you would facilitate communication between trustees and senior staff. Think of examples where you've successfully communicated in a team setting, showcasing your ability to work well with others.