The Board Secretary provide secretarial services to the Board and works closely with the Chairperson on them.

DESIRABLE CRITERIA

• Professional development relevant to working with the board
• Previous Board Secretary experience, preferably working with a Corporation Limited by Guarantee
• Governance knowledge

Essential Job Functions-

• Collaborates with the Chairperson to assemble meeting agenda; working to include to do list items, Board Calendar and Resolutions List and provide a Secretary Report. Collates additional documentation as needed for the meeting Board Pack. We use BoardPro which makes life much easier to put the Agenda and Board Pack together.

*In conjunction with the Chairperson. Become familiar with Board procedures and ensure the Board Meeting process is in accordance with the Corporations Act and other relevant Acts, STF Constitution and Policies.

Attendance at Board Meetings *Take Minutes. These are not verbatim but document context and states the resolution agreed and actions agreed.

Post Board Meeting *Prepares minutes for permanent records following meetings. Reviewed by Chairperson.

Ad hoc tasks *In conjunction with the Chairperson, AGM tasks in November. Notice of AGM. Preparation of AGM Agenda. Taking of AGM Minutes. Registration/Proxies collated.

*Updates and maintains the BOD Contact List and circulates to BOD members.

*Facilitates the updating of Board members bios and pictures on the STF website.

*Supervises Board elections in conjunction with the Chairperson (usually at AGM).

*Keep the working documents such as the Policy Register and Board Procedures Manual up to date and current.

*First contact for STF by phone and email. Work with the Chair to assess response/action.

Time Commitment and Expectations *Attend and participate in 4 scheduled Board meetings a year. Board meetings are in February, May, August, November (AGM plus Board meeting after) and are virtual, using Zoom. Usually at 6pm Qld time for 1.5 hours.

*Scientific Advisory Group meets 4 times a year prior to each Board meeting. Notes of meeting outcomes taken (not Minutes)

*Directors may hold additional Board meetings, as agreed, for specific situations or needs.

*Participate in conference calls, with the Chairperson usually 1 hour in length, as needed.

Required Criteria

• Self-motivated.
• Deliver work when expected.
• Good work planning and implementation.
• Good communication skills including managing expectations of other team members.
• Proficient user of Word, Excel and Powerpoint.