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Vacancy: Trust Secretary

Paid role with the Trust
Exeter City AFC Supporters’ Society Limited, majority shareholder in Exeter City Football Club, are in search of a secretary to help with the co-ordination and preparation of Trustee meetings, elections, AGM’s, maintenance of policies, and other duties around the Society’s members, constitution and shareholder agreement.

This is by no means a full-time role and hours will be by agreement, dependant on the activities at particular times of the year. Hours are paid at the real living wage rate.


The role is based at St James Park Stadium, but can be from home, or a combination of both.


Trustee meetings are generally held monthly, on a Monday, at St James Park Stadium, Exeter. They commence at 18:00 and close at 21:00.


Applications should be sent to the Chair at: nick.hawker@ecfc.co.uk and should include a CV and covering letter.




Role Description


Reports to: The Chair


Part Time Position – flexible / circa 2-3 days per week


The role of Secretary to the Exeter City AFC Supporters’ Society Limited (the Trust) is critical to the smooth and efficient running of the Trust. The hours required are variable according to the time of year but can usually be made to suit around the ideal applicant.


Who Are We

The Trust are a Community Benefit organisation and, together with the club, our shared vision is to make Exeter City an outstanding community-owned club, playing football at the highest sustainable level. We prioritise our community and put ‘doing the right thing’ and being good citizens at the heart of the Trust’s decision-making processes.


An appreciation of these values is vital and some experience around Community Benefit organisations would be helpful but not essential. Whilst guidance and training will be provided some knowledge around the role of a Company Secretary would be helpful but again, not entirely necessary.


Core Responsibilities

There are three core duties around which everything revolves:


1. Trust Board Meetings (Monthly)


You will be required to attend Trust Board meetings that are held on a monthly basis, usually the first Monday of the month, and run from 18:00 to 21:00. The Secretary will prepare, in arrangement with the Chair, a meeting pack collated from working group leads and agenda. Throughout the meeting they will provide guidance, when needed, on the constitution and requirements of the shareholders agreement (the CTA).



2. Trustee Elections (Annually)


Each year the Trust hold elections for members to join the Trust Board. The administration and preparation of documentation for the elections is a part of this role although the actual election itself is managed independently by the returning officer.


3. Annual General Meetings (Annually)


The Secretary will attend and prepare for the AGM including the production of a meeting pack and any visual preparations (such as PowerPoint), ensuring that our members are properly informed. This includes documentation explaining proxy voting procedures. The meeting will take place on a Saturday morning, in Exeter, usually between 11:00 and 13:00, in October or November.


Other duties include correspondence with members, general enquiries, and the maintenance of policy documents including the constitution and CTA.


Location

The role is based at St James Park Stadium, Exeter, though the Trust will support you working from home if that is your preference. Any necessary equipment will be provided.


Essential Requirements

The successful applicant will be required to hold a DBS (Disclosure & Barring Service) certificate, which the Trust will pay for.


Proficient with Microsoft Office software (provided).


Versatile and flexible around hours and duties which, from time to time, will vary.

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