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Secretary

  • VO98681
  • Board/trustee role

Description

OJA’s aims are to create and promote links between Orkney and Japan, and to do this, we work with many different parts of the Orkney community, engaging in a wide range of activities including educational, cultural and sporting activities. We place particular emphasis on working with young people, and look to create opportunities for them, both through schools and through public events. This is an opportunity to join the board, to work with talented and dedicated folk both from Orkney and from Japan, to learn new things, and to have fun while doing so.

As Secretary you will organise Council/board meetings, including the AGM, setting the agenda together with the Chair, and any prep and follow-ups to the meetings. This is a key position within a vibrant and growing organisation, and can be adapted to the interests and skills of the incoming Secretary.

Key Activities
• Plan Council meetings with the Chair and agree an agenda with all Council members
• Circulate details of meetings (time, location, agenda etc.) to Council members
• Attend all Council meetings and AGM
• Take minutes and circulate to meeting attendees
• Follow-up with relevant parties on key actions arising from meetings
• Ensure meetings adhere to procedures of the OJA Constitution (e.g. quorums and election procedures)
OJA has a growing network in Orkney, the UK and Japan and this is a great opportunity to meet new people and get involved with other partner organisations across the world.

Frequency and commitment details

There are 4 Council meetings a year, plus an AGM. The AGM is normally combined with the first Council meeting of the financial year, and this generally takes place in November. Time commitment will vary depending on the agenda and length of each meeting, but would likely be around 4 hours for each Council meeting, including prep and follow ups, plus an additional 2-4 hours for the AGM, as this has set procedures outlined in the Constitution and includes notifying the membership not just the Council. Dates for future meetings are agreed in advance at each Council meeting, and take place 4 times a year. They take place after normal working hours, in the past this has been at 6:30 pm, lasting for approx. an hour or hour +

Restrictions

Experience required: Familiarity with common office software packages, willingness to learn new applications, ability to take initiative to ensure information is obtained, collated and distributed in a timely way.
Minimum age: 18

Support

Training details: The current Secretary is stepping down at the next AGM (November 16, 2023) but in order to ensure a smooth transition for the new incoming Chair of the organisation, will be transferring duties and responsibilities over time, and available to support the incoming Secretary.
Support: Wheelchair Access/Disabled Access Toilet

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