Deafblind Association of New Zealand Charitable Trust Expressions of interest for Board Secretary & Administrator contract services

Application Information

• Closing date: 5pm Friday 1 November 2024.

• Remuneration: $35-$40 per hour (payable on presentation of monthly invoice).

• Hours: Five to ten hours per week, requires flexibility.

• Expressions of interest with Curriculum Vitae and Covering Letter to be provided to Executive Officer, info@deafblindassociation.nz.

Email enquiries or phone 0800 450 650 for more information.

Purpose

• Oversee the administrative requirements of the Association;
• Ensure that Board minutes/actions are managed and financial matters are progressed;
• Support the Executive Officer as required.

Specific duties

Financial recordkeeping

• Ensure the Association’s finances are maintained in good order using designated software, including timely and correct processing of payments, invoices and reconciliations.

• Assist the Executive Officer/Finance Subcommittee to prepare and monitor the Association’s budget.

• Prepare a monthly report to the Board of Trustees including budget and expenditure information.

Oversee arrangements for meetings of the Board of Trustees

• Prepare and circulate meeting agendas and documents.

• Record and maintain meeting minutes and related documentation, including action list and decisions register.

• Plan and prepare the Association’s Annual General Meeting on the Executive Officer’s behalf.

Maintaining documentation

• Coordinate recordkeeping to maintain endorsement as a Charitable Trust, including annual reporting and updates to Trustees.

• Liaise with the Association’s legal advisors regarding changes to Trustees and/or Trust Deed.

• Maintain the Policy Manual.

• Maintain document management and style guide protocols.

• Maintain the register of interests and Board reference information.

Membership services

• Maintain an accurate membership database for Deafblind Association New Zealand.

• Support the Executive Officer in membership communication, including regular email updates and preferred communication format newsletters.

• Assist the Executive Officer with membership events as required.

Organisational support

• Assist the Executive Officer to oversee the Association’s risk register and report to the Board on any changes.

• Manage travel and accommodation as required to support operations.

• Any other duties as required by the Board or Executive Officer.

Responsibilities

• Responsible to: Executive Officer, and Board President for board matters.

• Responsible for: Nil.