Secretariat

Description: 

The Secretariat is a non-voting role. The main purpose is to support the functioning of the society in any way needed, and can therefore be all encompassing. This will largely depend on the needs and ways of working of the President and/or Executive Committee (President, President Elect and past President). For the most part, the role includes organizing the Board monthly meetings including the agenda and meeting minutes. 

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 within one week after Board meeting) and Attachments (as required); these tasks and materials should be prepared in consultation with the current ISPAH President or other delegated persons
• Coordinate and, where needed, support internal communications for board and committee teleconferences, 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 as ‘draft’ to Board members. Finalise and archive copy as required. 
• Liaise and support ISPAH Governance Lead to maintain records of ISPAH Board and committee membership including:
  • Affiliations
  • Terms of service
  • Completion of onboarding processes and training (e.g., signed policy agreements, conflict of interest statements)
• 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 and PowerPoint slides for the ISPAH AGM
• Undertake other ad hoc administrative tasks as required by the President

Requirements:

• Interested (and experienced) within the physical activity and health research field
• Organised, efficient yet attentive, easy to communicate with and flexible.

Expected time commitment:  

• On average the role includes 6 hours/month, with the majority of the work occurring the week of the monthly Board meetings.