The Director of Governance & Secretary is a non‑executive Board member responsible for keeping the Nottingham Caesars compliant, well‑run, and transparent. The role leads on governance, policy, and data protection, and acts as Secretary to the Board by organising meetings, taking minutes, and overseeing elections. This is a remote, volunteer position with flexible hours, ideal for someone who wants to strengthen their governance/secretariat experience while contributing to a growing British American football club.
Key Responsibilities
* Keep the club constitution and core policies (e.g. safeguarding, data protection, complaints, codes of conduct) up to date and aligned with good practice in UK community sports.
* Plan and administer Board and General Meetings: issue notices, prepare and circulate agendas and papers, and ensure meetings are quorate.
* Take clear, accurate minutes at Board meetings and AGMs/SGMs, recording decisions and actions, and tracking follow‑up with relevant Board members.
* Maintain a forward policy review cycle, ensuring key documents are reviewed on schedule and revisions are properly approved and documented.
* Act as the club’s Data Protection Officer, helping ensure compliant handling of personal data, appropriate access controls, and prompt response to any data requests or issues.
* Oversee election and appointment processes for Board positions: manage nominations, communicate timelines, support voting procedures, and formally record results.
* Maintain core governance records, including Board membership and terms, declarations of interest, decision logs, and key approvals, using a structured digital filing system.
* Support the President & Chair in ensuring the club follows agreed financial approval processes and governance standards around risk, conflicts of interest, and transparency.
* Be a point of contact for governance‑related queries and formal complaints, ensuring they are logged, handled fairly under club policies, and escalated when necessary.
Success Measures
* Agendas, papers, and minutes consistently issued on time, with clear actions and owners.
* All core policies in date and reviewed according to the agreed cycle, with changes properly recorded.
* Data protection standards met, with no avoidable breaches and good feedback from any reviews or audits.
* Elections and AGMs/SGMs delivered transparently, on schedule, and in full compliance with the constitution.
Skills and Experience
* Experience or strong interest in governance, compliance, company secretariat, committee admin, or similar roles in charities, clubs, or member‑led organisations.
* Excellent organisational and administrative skills, with the ability to juggle documents, deadlines, and follow‑up actions.
* Confident minute‑taker, able to summarise discussion into clear decisions and action lists.
* Comfortable using digital tools such as email, shared drives, online meeting platforms, and templates.
* High integrity, discretion, and attention to detail, with a strong sense of fairness and accountability.
* Able to work collaboratively with other volunteers and communicate clearly with a wide range of stakeholders.
* Experience and understanding of the landscape of British American Football is desirable but not essential.
Time Commitment and Location
* Remote by default, with most meetings held online; occasional in‑person attendance at key events or meetings is welcome but not essential.
* Expected time commitment of around 2–4 hours per week on average, with some peaks around Board meetings, policy reviews, and election/AGM periods.
How To Apply?
Please send a short statement outlining your relevant experience and why you are interested in the Director of Governance & Secretary role, along with your CV or LinkedIn profile link via LinkedIn or to chair@nottinghamcaesars.com. Please include any experience you have with governance, minute‑taking, policy work, or data protection, whether in sport, the voluntary sector, or your professional life. Applications will close no later than 11:59pm on December 31st 2025. However, should multiple suitable candidates be found earlier, applications will be closed so please enter a timely application to be considered.
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