Key Responsibilities & Duties:

 Organises and prepare agendas, papers/reports, presentations and board packs for all board meetings.

• Attends board meetings as recording secretary. Ensures minutes are recorded and managed in line with regulations.
• Organises, prepares agendas, papers/reports and presentations for committee meetings. Attends at committee meetings as recording secretary where/when necessary.
• Maintain a calendar of board events in consultation with chair of the board of directors including the scheduling of meetings of sub-committees.
• Provide administration support to the board, Chair of the board, board oversight committee, sub-committees and CEO as required.
• Liaise with the chair and secretary of sub-committees to ensure committees are aware of their terms of reference and are fulfilling their reporting obligations to the board.
• Liaise with the nomination committee and provide the committee with administrative support in respect of meeting Fitness and Probity requirements.
• Maintain and update the board induction pack.
• Co-ordinate and maintain all board paperwork and files.
• Ensure all policies are accessible by board and board oversight committee members.
• Act as the board & Committee Coordinator to ensure all members are fully trained to carry out their roles on behalf of the Credit Union.
• Responsible for documenting the board’s responses to the reports of the Risk Management Officer, Compliance Officer and Internal Auditor.
• Maintains the statutory registers of the Credit Union including the conflict of interest register and the register of competencies.
• Be involved in the preparation of the Annual General Meeting of the Credit Union and maintain minutes of the meeting.
• Co-ordinate and respond to audit requests as required.
• Build and maintain good relationships with all stakeholders of the Credit Union.
• Maintain board and Credit Union confidentiality at all times.

Technical Knowledge, Skills and Experience:

• Minimum 3/5 years’ experience in a similar role.
• Previous credit union experience including knowledge of governance obligations under Part IV of the Credit Union Act 1997, an advantage.
• Confident and professional communicator with strong interpersonal skills.
• Highly organised, with the ability to prioritise, multitask, and use initiative effectively.
• Demonstrates a high level of integrity, discretion, and confidentiality.
• Proactive, self-motivated, and solution-focused, with strong problem-solving capability.
• Excellent written communication skills, including drafting correspondence, minutes and reports.
• Strong administrative capability with exceptional attention to detail and accuracy.
• Proven ability to deliver high-quality outcomes under tight deadlines.
• Flexible and responsive, with a positive and professional approach to requests and changing priorities.
• Advanced proficiency in information systems, including email, internet and Microsoft Office applications (Word, Excel, Powerpoint).
• Strong analytical skills, with the ability to present information to support informed decision-making.