Company Secretary – part time

EQUAL OPPORTUNITY EXEMPTION

Safe Steps is exempt from the provisions of the Equal Opportunity Act 2010 which would otherwise require the appointment to this position to be on a non-gender specific basis. Applications for this position will be considered from women only (Exemption H42/2017).

KEY RESPONSIBILITIES

The key areas of responsibility for the Company Secretary include:

• Advising the Board and its Sub-Committees on governance matters
• Monitoring that Board and Sub-Committee policy and procedures are followed
• Coordinating the timely completion and despatch of Board and Sub-Committee papers
• Ensuring that the business at Board and Sub-Committee meetings is accurately captured in the minutes
• Helping to organise and facilitate the induction and professional development of directors.

1. Meetings

 In relation to meetings and minutes, the company secretary is responsible for overseeing:

• Scheduling and managing meetings of the Board and its Sub-Committees, including the creation of annual meeting schedules; draft agendas; arrange Board meetings; preparing, collating and distributing accurate, concise papers and presentations; attending each Board meeting, relevant Sub-Committee meetings, the AGM, general meetings of the company and; undertaking and ensuring the preparation and timely distribution of high quality minutes for each meeting
• Notifying the directors and/or Sub-Committee members in writing in advance of a meeting of the Board and/or Sub-Committee as specified in the constitution ensuring the agenda and papers are prepared and forwarded to directors/Sub-Committee members as set out in the Board charter and any associated policies
• Ensuring all draft agendas for Board and Sub-Committee meetings ae prepared in consultation with the CEO and presented to the Chair of the Board or relevant Sub-Committee Chair for final approval
• Recording, maintaining, and distributing the minutes of all Board and Board Sub-Committee meetings as agreed by the Board
• Recording and following-up all actions of the Board/Sub-Committees to ensure Safe Steps meets its corporate governance and compliance obligations and operates effectively
• Maintaining a complete set of all Board and Sub-Committee papers including the AGM and other general meetings of the company
• Ensure effective information flows within and between the Board and its Sub-Committees, and to Safe Steps management

2. Compliance

With respect to compliance, the company secretary is responsible for:

• Overseeing the organisation’s compliance program and ensuring all company legislative obligations are met
• Developing, implementing, communicating, and maintaining compliance policies, processes, and procedures
• Ensuring all requirements of ASIC, ACNC, the ATO, funding partners and any other regulatory bodies are fully met
• Providing counsel on corporate governance principles and director liability
• Providing advice and assistance to the CEO and Senior Executive team on all compliance matters

3. Governance Administration

The company secretary is responsible for the following governance administration tasks:

• Establishing and maintaining protocols for Board secretariat functions including development, implementation and maintenance of governance practices, procedures and standards
• Maintaining the Register of Ongoing Conflicts of Interest and the Register of Related Party Transactions
• Maintaining a Register of Company Policies as approved by the Board
• Maintaining a complete list of the Delegations of Authority
• Support Board performance through the appropriate and effective induction of newly appointed Directors; Recording and maintaining the development of required skills and competencies matrix for Directors and the Board as a group; facilitate professional development programs for the Board; and manage the Board performance appraisal processes
• Maintaining, updating, and ensuring that all directors have an up to-date copy of the Board Charter and associated governance documentation
• Manage the budget of the Board and any expense claims on behalf of members
• Ensure Safe Steps insurance is entered at appropriate level of coverage at reasonable cost
• Initiate relevant continuous improvement where required and building governance capability and at all levels of the organisation
• Managing the internal and external liaison and communications of the Safe Steps Board and Board Sub-Committees
• Monitor and document all correspondence to and from the Board, including preparing correspondence on behalf of the Safe Steps Board in consultation with the Chief Executive Officer and Chair of the Board
• Any other services the Chair, the Board or CEO may require from time to time