The main purpose of the Secretariat is to coordinate the ISPAH Board monthly meetings. The commitment for this role spans across the whole year. This role primarily involves scheduling the Board meetings, preparing the Board Agenda in consultation with the ISPAH President, and writing of the meeting minutes. The role also involves liaising with the ISPAH councils and acting as the point of contact between the Councils and the Board.
Roles:
- Maintain the schedule for ISPAH Board Meetings extending at least 6 months ahead of time.
- Coordinate ISPAH Board Meetings communications including sending electronic invitations and reminders to Board members.
- Support the ISPAH Board meetings including preparation of Board Agenda (sent a minimum of one week ahead), minutes of previous meeting (sent ideally one week after Board meeting) and Attachments (as required); these tasks and materials should be prepared in consultation with current ISPAH President or other delegated persons.
- Coordinate and, where needed, support internal communications for board and committee meetings, including supporting the use of relevant IT software (such as Zoom, MS Teams, etc.).
- During ISPAH Board meetings, record discussions, draft minutes, and circulate to ISPAH President (or meeting chair) for approval before circulating to Board members. Finalise and archive copy as required.
- Liaise and support the ISPAH Governance Director to maintain records of ISPAH Board and committee membership including affiliations and terms of service
- Coordinate the President-elect online voting process.
- Support ISPAH Executive Committee Meetings – logistics, agenda and minutes as requested by ISPAH President.
- Support the ISPAH President to prepare an Annual Report for the ISPAH AGM.
- Liase with the Councils and act as the point of contact between the Councils and the Board.
- Undertake other ad hoc administrative tasks as required by the President.
We are looking for someone to start shadowing from June, to officially take over in October.
Requirements:
- Passionate about driving forward ISPAH’s vision, mission and goals.
- Commitment to attending monthly 90-minute Board meetings.
- Ability to commit to the weekly time requirements of the role.
- Excellent organisational skills.
- Excellent online communication skills (e.g., via Microsoft Teams) or willingness to learn.
- Willingness to complete the ISPAH induction process (approx. 1hr in length) and comply with ISPAH policies (Complaints Policy, Communications Policy, Data Management Policy, Partnership and Sponsorship Policy, Equity, Diversity and Inclusion Policy) and data protection procedures.
