Secretary, Board of Directors (Volunteer)
Position Description

About us

HerSpace is the first not-for-profit organisation specialising in providing trauma-informed wellbeing and mental health recovery services to women survivors (aged 16 and over) of exploitation in Australia. Exploitation (also known as modern slavery) includes all forms of sexual exploitation, human trafficking, slavery and slavery-like practices such as debt bondage and forced marriage. We take a holistic approach to supporting survivors to recover their wellbeing and purpose. Our services are trauma-informed, client-led and individually tailored to each woman’s unique needs. See further: www.herspace.org.au/about.

Role overview

The Secretary of the Board of Directors for HerSpace plays a pivotal role in overseeing the governance and compliance of the organisation and ensuring the smooth operation and administration of the Board. The Secretary reports to the Chair and works closely with the Board of Directors and leadership team to help them fulfill their roles and responsibilities.

This is a volunteer role.

Key responsibilities

• Ensure effective governance: Possess a thorough understanding of the organisation’s governance requirements, constitution, policies and procedures to ensure their consistent adherence in implementing robust governance practices.
• Compliance: Ensure that the Board operates in accordance with relevant legal and regulatory requirements, including the Corporations Act 2001 (Cth), Australian Charities and Not-for-Profits Commission Act (ACNC) and other applicable laws and regulations.
• Reporting: Lead annual reporting to the ACNC and other ongoing obligations in order to maintain charity registration.
• Board secretariat role: Organise and schedule Board meetings, including developing an annual schedule of business, preparing agendas, distributing meeting notices, and ensuring the accurate recording and distribution of minutes.
• Record keeping: Maintain a register of the organisation’s members, and all official Board documents, including minutes, resolutions, and correspondence.
• Communication: Serve as the primary point of contact for Board communications, ensuring effective and timely communication between Board members and other stakeholders.
• Support to the Chair: Assist the Chair in coordinating Board activities, including tracking action items, following up on decisions, and ensuring that Board members are informed of their responsibilities and duties.
• Annual General Meeting (AGM): Organise and manage the logistics of the AGM, including preparing the relevant documentation and ensuring proper notice and documentation are provided to members.
• Policy review: Assist in the development, review, and implementation of Board policies and procedures.
• Risk: Develop and maintain enterprise risk register in accordance with the organisation’s Risk Management Framework.
• Board membership, training and development: Maintain Board skills matrix, support Board recruitment and elections, facilitate Board member orientation and ongoing education to ensure familiarity with governance responsibilities and regulatory obligations.

Key Selection Criteria

• Demonstrated high level of organisation, professionalism and ethical conduct.
• Strong knowledge and understanding of the principles of good governance.
• Ability to understand legal, regulatory and reporting requirements.
• Attention to detail and the ability to handle sensitive and confidential information.
• Demonstrated technical skills and proficiency in effective document management and communication.
• Ability to work collaboratively with Board members, management and other stakeholders.
• Self-motivation and willingness to take responsibility for tasks and self-direct work.
• Prior experience as a Secretary or board member of a not-for-profit or NGO board and experience working with volunteer directors is preferable.

Reporting

The Secretary of the Board of Directors will report to the Chair of the Board and work closely with all Board members.

Reimbursement of expenses

This is a volunteer position. Reasonable expenses incurred while performing duties may be reimbursed.

Workload: 4-5 hours per month

Regular commitments

• Monthly Board meetings each month (1 hour)
• Strategic sessions as required
• Annual General Meeting
• Being available to speak with significant stakeholders and prospective funders, as well as attend relevant events and promote the organisation.

Location: Remote

Duration of position: Minimum 12 months

How to apply

To apply for this role, please send a copy of your resume and a brief covering letter to Megan Tucker, Director and Company Secretary at megantucker@herspace.org.au.