Trustee - Honorary Company Secretary

Organisation Overview 

Staffordshire Wildlife Trust: what we do

• We manage 45 nature reserves around the county totalling over 1,980 hectares
• We carry out conservation projects to create and restore habitats for wildlife, to ensure that the county's wild creatures have secure places where they can feed, shelter and breed
• We run events to encourage people of all ages and backgrounds to discover, enjoy and care about the natural world
• We work with families and schools to inspire a love and respect for nature and teach environmental education
• We work with communities to improve local green spaces for wildlife. Find out more about our community projects here and discover how you can support wildlife and wild places in your area.
• We campaign on behalf of the environment to protect threatened places and rare species. We advocate for nature, striving to influence policy and decisions affecting wildlife.
• We offer advice to individuals, planners, developers and landowners about how to protect and enhance gardens and habitats for wildlife

Role details 

Time commitment: 9 meetings a year + additional opportunities. Trustees volunteer for a 4 year term, and serve a maximum of 3 terms.

Attendance: In person 

The duties of the Honorary Secretary are: 

·       In conjunction with relevant staff ensure that the Trust and its subsidiaries comply with the requirements of company law, all relevant registers, such as the register of Members up to date and notifying Companies House of any changes in Directors/Trustees, prepare and filing the annual return and making sure that the Company documents are kept safely.

·       to support the Chair of the Trust by ensuring the smooth functioning of the Board in conjunction with relevant staff

·       to liaise with the other Trustees and Board members and lead them in discharging such functions as the Board may, from time to time, delegate to the Trustees.

·       in conjunction with relevant staff to be responsible for:

·       ensuring the circulation of agendas, papers and minutes.

·       ensuring that a quorum is present at all meetings.

·       calling the Annual General Meeting and any Special or Extraordinary General meeting of the Company and ensuring that notices, agendas and minutes are duly served and that arrangements have been made for the holding of the meeting.

·       ensuring that minutes of all Board and General Meetings are kept and are signed by the Chair once approved.

·       receiving agenda items from other Trustees/staff;

·       acting on appraisal, recruitment and disciplinary panels as required.

Also, as a Trustee, the Honorary Secretary will:

·       ensure that the Trust pursues its charitable objects as defined in its Articles of Association. In summary these are:

•                      For the benefit of the public, the conservation and protection of wildlife and its habitats, places of natural beauty or amenity value, and places of zoological, botanical, geographical, archaeological or scientific interest.

•                     Educating the public in sustainable development and biodiversity conservation.

•                     Promotion and undertaking of research in all areas of the natural world and publication of the results.

·       ensure that the Trust applies its resources exclusively in pursuance of those objects and ensure that money is not spent on activities which are not included in the objects, no matter how worthwhile or charitable those activities may be

·       contribute actively to the role of the Board of the Trust in giving firm strategic direction to the Trust, in particular setting overall policy and defining goals and, through the Chief Executive, setting targets and evaluating performance against targets

·       ensure the financial stability of the Trust

·       protect and manage the property of the Trust and to ensure the proper investment of the Trust's funds

·       safeguard the good name and values of the Trust

·       ensure the effective and efficient administration of the Trust by the appointment of, as appropriate, a Chief Executive and other members of staff

·       ensure that the Trust complies with its Articles of Association, charity law, company law and any other relevant legislation or regulations

·       promote and support inclusive leadership throughout The Board as part of the SWT Equality Diversity & Inclusion strategy.

·       be aware of their safeguarding responsibilities and take responsibility for promoting and safeguarding people and ensure that this is a priority for the charity.

·       in addition to the foregoing, which are the statutory duties of Trustees, each Trustee should use his or her own knowledge or experience, whether in matters of nature conservation, education, finance, law, industry, business etc, to help the Board of the Trust reach sound decisions.  This will involve:

·       a willingness to devote the necessary time and effort to the business of the Trust

·       exercising good independent judgement

·       an ability to work effectively as a member of a team

·       scrutinising Board papers and preparing adequately for Board meetings

·       leading discussions where appropriate and participating fully in all discussions

·       focussing on key issues

·       providing advice and guidance requested by the Board in areas of the Trust's work in which the Trustee has special expertise