Secretary, Executive Committee - South Ripley, Qld
Role Overview:
As the Group Support Committee Secretary, you play a crucial role in ensuring the efficient administrative functioning of the Ripley Scout Group. Reporting to the Group Support Committee Chairperson and Group Leader, your responsibilities include providing essential support for committee meetings, communication, and documentation.
Key Responsibilities:
- Meeting Support:
- Assist the Group Support Committee Chairman in preparing for meetings.
- Ensure the timely distribution of notices of meetings to all relevant parties.
- Create comprehensive agendas for meetings and ensure their prompt distribution.
- Accurately record minutes of meetings, capturing essential discussions and decisions.
- Demonstrate an unwavering commitment to fostering transparent and timely communication among the Executive Committee, the Group Leader, and various stakeholders, utilising platforms like Messenger, Teams, and Email for effective communication.
- Compliance and Documentation:
- Ensure that all administrative activities align with the applicable requirements of Policy & Rules and Queensland Branch Scouting Instructions (QBSI).
- Collaborate with the Group Support Committee Chairperson and the Group - Leader in the preparation of essential documents, such as the Group Plan and Annual Report.
- Committee Support:
- Provide support and assistance to fellow members of the Executive Committee, aiding them in fulfilling their designated roles.
- Records Management:
- Appropriately save and manage the retention of the group's records, ensuring their security and accessibility as needed.
- Communication and Publicity:
- Monitor compliance with lease conditions if the group occupies leasehold land.
- Arrange and oversee agreements with external hirers of Group facilities.
- Grant Writing (or willingness to learn):
- Develop the capacity to research and write grant proposals to secure funding for the Ripley Scout Group's initiatives.
- Actively participate in monthly Executive Committee meetings.
Qualifications and Requirements:
- Proven ability to prioritise workloads and multitask effectively, ensuring commitments are fulfilled in a timely manner.
- Eligibility to apply for a Blue Card.
- A deep commitment to the Purpose and Principles of Scouts Australia.
- Ability to motivate, lead, and collaborate effectively with both youth and adults.
- Strong communication skills.
- Familiarity with technology and information systems.
- Excellent prioritisation skills to meet deadlines.
Role Specific Criteria:
- Relevant communication, administration, project management qualifications or experience is highly desirable.
- Willingness to apply for a free Membership with Scouts Queensland.
- Willingness to apply for a volunteer Working with Children Card (Blue Card), linked to Scouts Queensland.
Completion of mandatory On Demand modules within specified timeframes:
- Child Safe Scouting
- WHS for Scouting
- Effective Group Support Committees
- How to be a Scout Group Secretary
Beneficial completion of additional online learning modules:
- Communication
- Managing Conflict
- Delegation
- Relationship Skills
- The Scout Method
- Effective Group Management
What's in it for You?
By taking on this role as a Group Support Committee Secretary, you can look forward to a host of benefits:
- Financial Incentive: (If you have your children enrolled with us) Enjoy a generous 70% discount on your eldest child's term fees, lightening the financial load.
- Contribution to Scouting: Actively enrich the Scouting experience for youth and adults in your local community.
- Skill Development: Opportunities for honing administrative, communication, and leadership skills.
- Leadership Experience: Gain valuable experience working with a diverse team and guiding administrative aspects of the Scout Group.
- Community Engagement: Engage actively in the local community, including schools, community groups, and interactions with local representatives (MPs).
- Networking: Build a network of like-minded individuals within Ripley Scout Group and the community.
- Personal Growth: Embrace challenging responsibilities, foster skill development, and collaborate with a variety of people.
- Youth Development: Indirectly contribute to the personal growth and leadership development of young Scouts.
- Fulfilling Volunteer Work: Experience the appreciation and recognition of your time and dedication.
- Grant Writing Skills: Learn a valuable skill that can be applied in various contexts and situations.
- Personal Satisfaction: Be part of an organisation that empowers youth and makes a positive impact on the community.
- Community Impact: Ensure that the Ripley Scout Group continues to make a meaningful difference in the local community.
Please note that this is a volunteer position, and the successful candidate will be required to undergo background checks and adhere to Scouts Australia's policies and guidelines.