Secretary

Bump, Baby and Beyond
Yes
Dumfries
16
The hours are completely flexible for you to fit around your family life.
Yes
Microsoft word, Microsoft Office and email skills. Our room in located within the YMCA building, Lochside Road, Dumfries so travel access to the building is desirable. Our current volunteers have a very diverse background which adds a great richness to our small team. Our board meetings are 1.5 hours every quarter and we try to arrange them on a weekend with plenty of notice. Our room has disabled access. We attend local events across the region to provide a free family pitstop tent which enables families to attend knowing they have access to a quiet changing, feeding and play area. Volunteers are given free access to events and this is a great way of making new friends.

Bump, Baby and Beyond is a parent led community group based in Dumfries, which successfully applied for charitable status in September 2014. We currently rent a designated room in Dumfries to provide a variety of groups such as a free weekly outdoor play sessions, baby sling carrier library, cloth nappy library and a breastfeeding support group.

As Secretary, you are the head administrator for Bump, Baby and Beyond. Your remit is broad; as well as having an overview of the general running of the admin systems of the Organisation, you’ll provide a key customer service function, acting as a linchpin between internal and external stakeholders. You will also ensure the smooth running of Board (and related) meetings. It’s no exaggeration to say that the Organisation, and not least the Board, couldn’t function effectively without you.

Ideally, you will be:
 A capable time and systems manager who can delegate effectively
 Confident and an excellent communicator
 Skilled at administration, minute taking and other meeting procedures
 Well organised and conscientious
 IT literate

What you will do:
 Act as a communication link between Board Members, as well as between our
key stakeholders and the Board
 Manage and record all inward and outward Board / Organisational
correspondence, making sure all necessary actions are followed up
 Manage legal, data protection and insurance matters
 Manage everything to do with memberships for individuals and organisations
including subscriptions, database, communication and invites to meetings
 Provide necessary details to relevant membership and other bodies
 Distribute the right paper work to the right people across the Organisation, at the right time
 Supporting the Chairperson, organise the AGM, Board and other Organisation
meetings, preparing agendas and papers, and taking minutes
 Lead on the implementation of all policies relating to information management
 Supporting any staff or volunteers undertaking administrative functions
 Lead (or have lead overview) on any administrative sections of the
Development plan.

What you will get out of it:
Running (or delegating) the administrative functions shows considerable command of high level organisational skills. It’s a highly respected post from any perspective, within the community and the world of work. You’ll be able to see the results of your efforts very clearly, as there’s a high correlation between a well run Organisation and its success in delivering positive outcomes.