The Secretary occupies a crucial role within CAN. The Secretary is directly elected by members at the AGM and is a member of the Board.
Role
- Manage incoming communications (mostly emails)
- Record minutes at Board meetings
- Act as a contact point for CAN as required
- Manage CAN documents and records
- Respond to letters and emails
Duties of all Board Members
- Attend 4 quarterly 1/2 day-1 day CAN Board meetings, including the CAN-Do and AGM, in one of the five main cities
- Commit to 3 year cycle as Board Member to retain knowledge and build on the CAN Vision
- Provide overall direction and management for CAN
- Ensure 1,3,5 year strategic and business plans are in place and monitored e.g set KPIs
- Ensure realistic goals are set for CAN and that these goals are met
- Ensure CAN complies with company law and other relevant legislation
- With the Treasurer, monitor CAN’s financial performance and make sure the Network remains profitable; Manage financial, legal and other risks to CAN
- Be familiar with CAN’s policies and procedures and ensure they are followed
- Consult with management staff on issues
- Provide leadership and motivation for employees, volunteers and members
- Act as a bridge between CAN including its groups and members and the outside world
- Represent the organisation at conferences and official occasions
Additional duties of Secretary
- Clear incoming e-mail preferably daily
- Respond to general enquiries from the public where possible
- Check incoming newsletters from other organisations for items of interest
- Distribute incoming mail and e-mail to other Board members or other CAN office holders as required (e.g. membership subscriptions and renewals, merchandise orders, calls for submissions, requests for specialist advice, Chainlinks/ e.CAN material)
- Work with Chair in overseeing the activities of the Executive
- Store and back up CAN documents and records, and make them available to Executive members as needed
- Record and distribute minutes for Board meetings and other events (e.g. AGM, CAN Do)
- Act as signatory on official documents as required
Desired qualities/experience
- Some knowledge of CAN's purpose and activities
- Well organised
- Internet and phone access
Accountabilities
- CAN membership
- Member groups of the Network
- Funders
Support/working relationships
- Chair of Board
- Other Board members
Time commitment
- Varies during the year, but might average 3-6 hours per week
Rewards
- Working with a great bunch of people in an area of social change
- Gaining varied and challenging experience in working with a dynamic non-profit organisation
- Normal expenses, a per diem when travelling, and a consideration for annual communications and other costs is payable
Diagram of CAN's Structure 2018
