Staff vacancies and Opportunities

 

 

MINUTE SECRETARY

 

South West NRM is seeking an experienced administrator to provide secretarial assistance for Board and Committee meetings.  The position is based in Charleville, on a Part-time/Casual basis. The successful candidate's duties include, but not limited to: Scheduling and organising meetings, including venues and catering; Preparation and packaging of Meeting Papers; and Minutes of Meetings.

 

Skills Required:

  • Attention to detail with high accuracy using electronic systems, Specifically Microsoft Office
  • Work autonomously with limited supervision

  • Strong organisational & time management skills

  • High level of interpersonal and written communication skills

  • Ability to maintain confidentiality and information security at all times

The Minute Secretary is crucial to the smooth running of a Management Committee meeting.  This involves activities before, during and after all Board and Committee meetings.In order to be effective in this role, the Minute Secretary should ensure that they carry out the following activities to a very high standard within constitutional and company requirements:

 

Before the Meeting

  • Consult with the CEO and Chairperson (if required) on the order of business for the meeting, and the way in which it should be dealt with on the agenda.  Decide what business requires discussion and what requires a decision by the Management Committee and prepare an Agenda;
  • Ensure that the notice of the meeting is given, that suitable venue and catering is arranged and confirmed;

  • Coordinate the timely completion and preparation of reports and supporting documents by key personnel required for the meeting as per the Agenda;

  • Collate and circulate to all directors/members (a) any papers to be discussed at the upcoming meeting and (b) a copy of the agenda, minutes of the previous meeting; and

     

At the Meeting

  • Arrive in good time before the meeting and ensure that the venue is appropriately set-up and all technology is tested and working if required;
  • Record the names of those who are present, and convey and record apologies received from those who are absent;

  • Take notes of the meeting, recording the key points and making sure that all decisions and proposals are recorded, as well as the name of the person or group responsible for carrying them out.  Make sure action points are clear; and

  • Make sure that the Chairperson is supplied with all the necessary information for items on the agenda, and remind the Chairperson if an item has been overlooked.

     

After the Meeting

  • Prepare a draft of the minutes and consult distribute to the CEO and Chairperson for review and amendments.
  • Circulate the draft reviewed minutes to the Directors for further reference and review. 

  • Send a reminder notice of each decision requiring action to the relevant person;

    This role reports to the General Manager - Services.

     

To be considered for this position, please submit a written application (maximum 2 pages) addressing your suitability for the role and a current resume/curriculum vitae with referee contact details to office@swnrm.org.au

 

APPLICATIONS CLOSE:  5pm, Monday 18 September 2017

 

  • Please be advised we are accepting direct applications only and not engaging in the services of any recruitment agencies.

     

  • For enquiries regarding this position please contact Rebecca Pope, General Manager - Services via phone: 0427 482 917 or email: rebecca.pope@swnrm.org.au

     

 

 

 

Queensland Government

RLF Programme

National Landcare Programme