Reporting to: CEO/Chair of Board
Working week: 14 hours per week
Purpose of Role:
The purpose of this role is to provide high level support to the Board and CEO of the Credit Union.
The Board Administrator must have excellent organisational skills and have the ability to be proactive in supporting the needs of the organisation at CEO and Board Level.
The successful candidate must have excellent communication and interpersonal skills and should have efficient numeracy and literacy skills and understand the importance of confidentiality and operational excellence.
Key Responsibilities & Duties:
Organises and prepare agendas, papers/reports, presentations and board packs for all board meetings.
Attends board meetings as recording secretary. Ensures minutes are recorded and managed in line with regulations.
Organises, prepares agendas, papers/reports and presentations for committee meetings. Attends at committee meetings as recording secretary where/when necessary.
Maintain a calendar of board events in consultation with chair of the board of directors including the scheduling of meetings of sub-committees.
Co-ordinate and maintain all board paperwork and files.
Ensure all policies are accessible by board and board oversight committee members.
Act as the board & Committee Coordinator to ensure all members are fully trained to carry out their roles on behalf of the Credit Union.
Be involved in the preparation of the Annual General Meeting of the Credit Union and maintain minutes of the meeting.
Provide any additional administration support to the board and directors as required.
Ensure board & committee administration remains in line with regulatory requirements.
Build and maintain good relationships with all stakeholders of the Credit Union.
Maintain board and Credit Union confidentiality at all times.
Liaise with the chair and secretary of sub-committees to ensure they are aware of their terms of reference and are fulfilling their reporting obligations to the board.
Technical Knowledge, Skills and Experience:
Minimum 3/5 years’ experience in a similar role.
Confident and professional communicator with strong interpersonal skills.
Highly organised, with the ability to prioritise, multitask, and use initiative effectively.
Demonstrates a high level of integrity, discretion, and confidentiality.
Proactive, self-motivated, and solution-focused.
Excellent written communication skills, including drafting correspondence, minutes and reports.
Strong administrative capability with exceptional attention to detail and accuracy.
Proven ability to deliver high-quality outcomes under tight deadlines.
Flexible and responsive, with a positive and professional approach to requests and changing priorities.
Advanced proficiency in information systems, including Sharepoint, Microsoft Office applications (Word, Excel, Powerpoint).
Strong analytical skills, with the ability to present information to support informed decision-making.
Note:
This job description is not intended to establish a total definition of the Job but an outline of the main areas of responsibility. The Board Administrator is expected to carry out any reasonable tasks associated with this position. With the changing nature of the business this role will be reviewed at least annually and the duties may need to be updated/ expanded from time to time.