Part-time Secretary Role

We are seeking a Board Secretary to join our team. This is a part-time role based in Dublin 2, requiring the individual to be available for 2 days per week.

The successful candidate will have a responsibility to report to the Chairperson on all Board governance matters and to the HIA CE/R or designate on an administrative basis.

Key Responsibilities:

• Act as a support to the Board of Directors.
• Fulfil all functions of the Secretary of the Board, as set out in the Code of Practice for the Governance of State Bodies and policy.
• Provide regular updates to Senior Management on best practice in legal and operational matters and all aspects of Board operations.
• Perform functions and duties as may be delegated by the Board of Directors.
• Assist the CE/R in supporting the Board and its Committees.

Duties:

• Preparation of Agenda with Chairperson in liaison with the CE/R.
• Collation and presentation of Board papers to Chairperson in advance of Board meetings.
• Sharing of Board papers to Board in advance of meeting – the target is 7 days in advance.
• Attendance at Board and Committee meetings.
• Minute taking and recording actions at Board and Committee meetings.
• Sharing the draft action log with the CE/R after meetings.
• Circulation of draft minutes to Chairperson.
• Recording and retention of Board papers in line with policy.
• Retention and circulation of signed minutes and the post Board Action log of all relevant meetings to all Members and the CE/R.
• Tracking the close out actions from Board meetings in collaboration with the CE/R.

Governance:

• The Board Secretary should report to the Chairperson on all Board governance matters and should assist the Chairperson in ensuring relevant information is made available to the Board and its Committees.
• The Board Secretary is responsible for advising the Board through the Chairperson on all governance matters. The Board shall have a list of statutory obligations and regulations that are required to be complied with.
• All Board members should have access to the advice and services of the Board Secretary, who is responsible to the Board for ensuring that Board procedures are complied with.
• The Secretary of the Board is also responsible for the formal induction of new Board members and organising mentoring for Board members where required.
• Maintain accurate and effective records management to comply with legislative and organisational requirements.

Qualifications:

• Educational qualifications (Level 8 on the National Framework of Qualifications or equivalent) in relevant discipline(s) commensurate with this service or significant relevant professional experience.
• Qualification in corporate governance/company secretarial or legal.

Experience:

• Prior experience working in a Board Secretary post in the public or private sector.
• An in-depth working knowledge of the Code of Practice for the Governance of State Bodies.
• Demonstrable knowledge and understanding of the formal basis for the Board Secretary role in terms of board governance in the public sector.
• An understanding of the key roles, responsibilities and expectations that come with the Board Secretary role in the public sector.
• Knowledge of practices/procedures of the public sector and particularly public sector governance.
• A working knowledge of board management software.
• Demonstrable knowledge of public sector meeting procedures, decision-making rules, and governance policies.
• Demonstrable experience in accurate minute taking
• Excellent communications, interpersonal and influencing skills at Executive/Board level, in addition to strong service orientation and ability to interact with a complex range of stakeholders.
• Ability to maintain independence of thought and judgement and to uphold best practice in corporate governance.

We offer a dynamic work environment, with opportunities for professional growth and development. If you are interested in this challenging and rewarding opportunity, please submit your updated CV to reach us today.