Volunteer Secretary to the Board of Trustees | 4Youth (South West)
Join to apply for the Volunteer Secretary to the Board of Trustees | 4Youth (South West) role at 4Youth (South West)
Volunteer Secretary to the Board of Trustees | 4Youth (South West)
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Support 4Youth behind the scenes as Secretary to the Board! Help coordinate trustee meetings, keep records on track, and strengthen our governance—making a lasting impact on young people through careful organisation and confident communication.
What difference will you make?
As Secretary to the Board of Trustees, you’ll play a vital role in helping 4Youth operate with clarity, accountability, and purpose. By coordinating meetings, capturing accurate records, and maintaining key documents, you’ll strengthen how trustees collaborate and make decisions—ultimately enabling the charity to deliver timely, impactful support to young people across Wiltshire. Your work behind the scenes will promote trust and transparency. Well-documented actions and decisions will give the board confidence in its direction and help communicate progress effectively to funders, regulators, and the wider community. Through your consistent support, trustees and staff will be free to focus on strategic priorities like programme development, partnerships, and fundraising. You’ll shift the board’s energy from administration to innovation. Your attention to detail will ensure that safeguarding principles, legal obligations, and governance standards are embedded in our operations—keeping the charity safe and prepared for growth. Most importantly, every improvement you support in governance will have a ripple effect meetings run more smoothly, decisions are followed through, and young people benefit from initiatives that are well-managed and thoughtfully executed. You won’t just be keeping minutes—you’ll be helping steer a team that’s shaping futures.
What are we looking for?
As Secretary to the Board of Trustees, you’ll bring structure and clarity to our governance processes. Attention to detail, organisation, and transparent communication will be key to thriving in this role. We’re seeking someone who blends practical administration skills with a collaborative mindset. You don’t need to be a governance expert, but familiarity with meeting coordination, minute-taking, and digital record-keeping will be valuable. Skills & Experience Meeting Coordination Manage dates, support agendas, and ensure documents are shared ahead of time. Minute-Taking Confidently summarise decisions and actions so minutes are accurate and accessible. Document Management Use Microsoft Word, Excel, or Google Drive to store and maintain records securely. Communication Respond clearly and professionally with trustees, staff, and volunteers. Confidentiality Awareness Handle sensitive information with care and adhere to safeguarding practices. Previous Administrative or Governance Experience Whether from a board, committee, school, or club—your organisational experience counts. Personal Qualities Reliable & Consistent Your involvement helps trustees stay on track and reassured. Discreet & Professional Integrity in communication and records is essential. Supportive & Team-Focused You work well with others and help create smoother processes. Flexible & Calm You adapt easily if priorities change or meetings shift. Mission-Driven You care about youth empowerment and want to help shape decisions behind the scenes. We don’t expect you to tick every box—we’ll support you as you grow in the role. What matters most is that you’re organised, thoughtful, and keen to make a lasting contribution to a charity that puts young people at the centre.
What will you be doing?
We are looking for a dedicated volunteer to take on the role of Secretary to the Board of Trustees and support the smooth operation of our charity’s governance. As Secretary, you will help coordinate quarterly board meetings and ensure that decisions are recorded accurately and actioned clearly. Your involvement will be key to keeping our trustees informed, organised, and aligned in their work to support young people across Wiltshire. You’ll work closely with the Chair of the Board, trustees and Director. They will provide meeting schedules, context for decisions, and access to templates and relevant documents. You’ll play an essential role in maintaining good record-keeping and facilitating timely communication between trustees and staff. Specific responsibilities include Preparing and sharing meeting agendas in collaboration with the Chair Scheduling meetings and distributing papers in advance Taking accurate minutes and tracking agreed actions Maintaining our governance records in line with charity regulations Supporting trustee recruitment, onboarding, and annual reviews where needed Occasionally assisting with policy reviews, internal communications, or filings with the Charity Commission The key deliverables for the role are A well-organised system for board documentation and meeting minutes Timely circulation of agendas, minutes, and action summaries Smooth coordination of trustee meetings and communication A reliable record of board decisions and accountability This description outlines our core needs, but there’s flexibility in how you support us. If you’re more confident in digital administration than minute-taking, or if you’d like to contribute to other governance activities—such as policy management or trustee induction—we’d be happy to adjust the role to suit your strengths and interests. We welcome collaboration and are keen to make this role rewarding and manageable for the right volunteer. You’ll have access to existing templates, guidance, and ongoing support from us, and you’ll be part of a passionate, youth-focused leadership team.
Seniority level
* Seniority level
Not Applicable
Employment type
Job function
* Job function
Administrative
* Industries
Civic and Social Organizations
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