At a Glance
- Tasks: Help us organise meetings, take minutes, and keep everything running smoothly.
- Company: Join Finchley Foodbank, a community-driven charity making a real difference.
- Benefits: Gain valuable experience, develop skills, and contribute to a meaningful cause.
- Other info: Flexible hybrid role with an estimated commitment of 8 hours per month.
- Why this job: Be part of a team that supports those in need while enhancing your organisational skills.
- Qualifications: Strong attention to detail and familiarity with Google Workspace are essential.
Finchley Foodbank (FFB) was founded in February 2013 as an ecumenical Project of St Mary’s Roman Catholic Church in East Finchley with other local churches and organisations to provide emergency food and support to local people. In September 2022 the Foodbank became an independent charity and is Charity Number 1200503. Our aims are the relief of financial hardship amongst people in the London Borough of Barnet by providing emergency food, essential toiletries, and household items to individuals and families in need and/or for distribution by charities or other organisations working to prevent or relieve poverty.
Purpose of the role
We are looking for a secretary for our management group. This means arranging and preparing for our meetings, taking meeting minutes, and ensuring that all decisions and actions are accurately recorded. Our management group meetings take place once a month in the early evening, usually at the foodbank but occasionally online. Estimated time commitment: 8 hours per month, hybrid working, this role is un-paid, a volunteer role.
Key responsibilities
- Preparing for management group meetings: The secretary will assist the Chair with the planning of the agenda for each meeting. This includes:
- Making sure the timetable of meetings for the year ahead is agreed
- Working with the Chair to set each meeting agenda, including the management and collation of any agenda items received from members of the management group
- Circulation of board papers/pack at least five days in advance of meetings
- Taking meeting minutes: The purpose of minutes is to provide an accurate, impartial and balanced internal record of what happened at a meeting. This includes:
- Taking the minutes at management meetings and maintaining the records of all meeting minutes
- Keeping a record of all issues discussed, decisions taken and any actions required to implement a decision
- Updating the action log
- Working closely with the Chair to ensure that the draft minutes are accurate
- Ensuring that minutes are stored safely and are accessible if required
- Circulating minutes of meetings within five days of the meetings
- Administration and compliance: The secretary will support the management group in ensuring compliance with statutory and regulatory requirements. This includes:
- Maintaining a calendar that captures the timetable for completion of all statutory and regulatory requirements – e.g. when policies need to be reviewed, when any statutory returns/annual reports need to be filed
- Storing documents using Google Workspace
Person Specification
- Experience, skills and abilities
- Ability to take accurate minutes
- Familiarity with using Google Workspace
- High level of attention to detail
- Strong interpersonal skills
- Personal Qualities
- Commitment to the aims of Finchley Foodbank, including a belief in the importance of all people of different backgrounds working together and respecting and valuing each other's contributions
- A strong commitment to Equality and Diversity
- An understanding of the importance of confidentiality
Volunteer Management Group Secretary — Hybrid, Evening employer: Finchley Foodbank
Finchley Foodbank is an exceptional employer for those looking to make a meaningful impact in their community. As a volunteer, you will be part of a supportive and inclusive work culture that values diversity and collaboration, while also gaining valuable experience in administrative roles. The hybrid working model allows for flexibility, making it easier to balance your commitment to helping others with your personal life.
