ROLE DESCRIPTION
Trust Secretary (Volunteer)
⚠ URGENT VACANCY — We are actively seeking to fill this role
ROLE SUMMARY
Organisation: Sandwich Bay Bird Observatory Trust (SBBOT)
Role Title: Trust Secretary
Role Type: Voluntary (unpaid) — Elected Officer Position
Accountable to: The Council of Trustees
Location: Sandwich Bay, Kent (some remote working possible)
Time Commitment: Flexible — estimated 4–6 hours per month
Charity No.: 1197743 (Charitable Incorporated Organisation)
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ABOUT SANDWICH BAY BIRD OBSERVATORY TRUST
Sandwich Bay Bird Observatory Trust is a Charitable Incorporated Organisation dedicated to the conservation, recording and education of wildlife at Sandwich Bay, one of Kent's premier bird observatories. The Trust is run by a Council of elected Trustees and supported by a dedicated team of volunteers. The Observatory manages a field centre, nature reserve and a programme of events, activities and scientific recording.
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PURPOSE OF THE ROLE
The Trust Secretary is one of four key Officer roles within SBBOT and is central to the effective governance and administration of the Trust. The Secretary ensures that the Trust operates in accordance with its governing document, meets all its legal obligations to the Charity Commission, and that its Council and AGM are managed efficiently and transparently.
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KEY DUTIES AND RESPONSIBILITIES
Governance and Compliance
- Ensure the Trust operates in accordance with its governing document and all relevant charity law.
- Ensure all statutory filings and returns to the Charity Commission are completed accurately and on time.
- Maintain an up-to-date register of Trustees and notify the Charity Commission of any changes.
- Ensure Observatory Policies relevant to each committee are reviewed, updated and filed in the appropriate Microsoft 365 Folder.
Council and AGM Management
- Manage and coordinate the Annual General Meeting (AGM), including issuing notices, preparing agendas and distributing papers.
- Record accurate and clear minutes of all Council meetings and distribute to Trustees in a timely manner. The use of an AI meeting assistant to take minutes is encouraged.
- File all meeting minutes appropriately in the Microsoft 365 Committees Folder and circulate links to all Trustees.
- Prepare and circulate agendas for Council meetings in advance, in consultation with the Chair.
Records and Administration
- Maintain accurate records and documentation, filing all relevant materials on Microsoft 365.
- Act as a point of contact for formal Trust correspondence.
- Support the Chair and Council in all governance and administrative matters.
- Assist with the induction of new Trustees, providing relevant governance information.
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PERSON SPECIFICATION
Essential
- Strong organisational and administrative skills with excellent attention to detail.
- Ability to produce clear, accurate and well-structured minutes and correspondence.
- Confident using Microsoft 365 (Word, Outlook, Teams, SharePoint/OneDrive).
- Good communication and interpersonal skills.
- Commitment to the Trust's conservation and wildlife mission.
- Ability to work collaboratively as part of a volunteer team.
Desirable
- Previous experience in a governance, legal, administrative or secretarial role.
- Familiarity with charity governance and Charity Commission requirements.
- Experience of working with or on a committee or board.
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WHAT YOU WILL GAIN
- A meaningful and rewarding governance role at the heart of a respected conservation charity.
- The opportunity to help shape the future of Sandwich Bay Bird Observatory.
- The chance to work alongside a passionate, friendly and dedicated volunteer team.
- Development of skills in charity governance, administration and minute-taking.
- Free access to the Observatory, its nature reserves and events programme.
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HOW TO APPLY / EXPRESSIONS OF INTEREST
We would love to hear from you! Please get in touch for an informal and friendly conversation about this role. There is no formal application process — simply contact one of the following:
Ian Hunter, Chair: ian.hunter@sbbot.org.uk
Mike Witty, Vice-Chair: mike.witty@sbbot.org.uk
Sandwich Bay Bird Observatory Trust | Charitable Incorporated Organisation No: 1197743
Guilford Road, Sandwich Bay, Sandwich, Kent, CT13 9PF | www.sbbot.org.uk