Secretary

Who we are

We are the steering Committee for the Harborne Library Trust which is in the process of applying to be a CIO with charitable status. We are currently expanding the board of Trustees so that we have the necessary skillset to complete the Community Asset Transfer of Harborne Library building from Birmingham City Council to HLT.

Birmingham City Council have undertaken to continue to be responsible for running the library itself within Harborne Library Building. HLT will manage the building and introduce a range of other activities both commercial and community to support the buildings running costs and to provide a vibrant community hub.

The Secretary will provide administrative support to the charity, ensuring efficient organisation, communication, and documentation to help deliver its mission. The ideal person will be passionate about community activities and community engagement, with excellent organisational and communication skills to ensure that the charity is well-organised.

There is also an expectation to undertake the general responsibilities of a Trustee and participate in full Board of Trustee meetings every month.

We welcome applications from people with an understanding of working with the community, and the importance this brings to building a sustainable organisation that is truly beneficial for the needs of the community.

The Secretary role would include:

● Scheduling meetings, working with the Chairperson to prepare agendas and other documents.

● Recording Minutes for Board of Trustees’ meetings and for ad hoc meetings attended, as required.

● Supporting the preparation of reports for the Board and regulatory bodies, working closely with the Chairperson and Treasurer.

● Attending regular Board meetings, usually monthly (some meetings are held in-person, some via video-conferencing), engaging with proposals and discussions in these meetings that support the charity’s development

● Ensuring compliance with charity regulations and internal policies.

● Maintaining, organising and filing key documents using Google Drive.

● Dealing with directed correspondence and enquiries via our charity’s general email address.

● General liaison with outside bodies such as insurers, health and safety, utility companies, Birmingham City Council and others as needed.

● To maintain confidentiality at all times.

Person Specification

● Passion for community activities: A genuine interest in community activities and the physical, mental and social wellbeing this creates.

● Communication Skills: Excellent written and verbal communication skills, with the ability to engage and inform participants effectively.

● Proficiency in office software, including Microsoft Word, Google Workspace and Google Drive.

● Strong organisational and time-management skills.

● Team Player: Ability to work collaboratively with voluntary and statutory organisations, and other stakeholders.

● Attention to Detail: Ability to manage logistics effectively and maintain accurate records.

● Adaptability: Comfortable working in a dynamic environment and adapting to changing circumstances or unexpected challenges.

● Previous experience in a similar administrative role or volunteering within the charity sector is desirable but not essential. Enthusiasm and the desire to see a vibrant local library building are key attributes. The applicant must be legally eligible to stand as a registered Charity Trustee