The Scout Association of Malta is seeking a detail-oriented and committed individual to take on the role of Honorary Secretary. This is a key position that ensures the smooth operation of the National Scout Council and supports the Chief Commissioner in administrative and governance matters.
Purpose of the role
The role of the Honorary Secretary is to support the National Scout Council and the Chief Commissioner in ensuring the smooth functioning of both Committees. The Honorary Secretary is also responsible for the organisation of the General Assembly.
Responsible to
- Chief Scout
- National Scout Council
- Chief Commissioner
Responsible for
- None
Appointment requirements
Understand and accept The Scout Association of Malta’s policies
Main Responsibilities
- To assist in the effective operation of the NSC in accordance with the Constitution and the Policy Organisation and Rules of The Scout Association of Malta.
- Responsible for the provision of sound administrative support and information to the Council
Ensure responsible administration.
- To prepare agendas in consultation with the Chair.
- To circulate agendas and any supporting papers in good time.
- To receive agenda items from other committee members.
- To check that quorum is present.
- To minute meetings and circulate the draft minutes to all committee members.
- To ensure that the chair signs the minutes once they have been approved.
- To check that committee members and staff have carried out action(s) agreed.
- To circulate agendas and minutes of the annual general meeting (AGM) and any special or extraordinary general meetings.
- To ensure up-to-date records are kept of committee membership.
- Make arrangements for meetings.
Other duties:
- To sit on appraisal, recruitment and disciplinary panels as required.
General responsibilities
- To ensure that the Scout Association of Malta complies with its constitution and any other relevant legislation or regulations.
- To ensure that the Scout Association of Malta pursues its objects as defined in its governing document .
- To ensure the Scout Association of Malta applies its resources exclusively in pursuance of its objectives.
- To safeguard the good name and values of the Association.
- To ensure the effective and efficient administration of the Association.
- To assist with staff appointments and the monitoring of staff performance.
- To help with the handover to a new Honorary Secretary when the post holder changes in addition to the above statutory duties.
- Other duties:
- Scrutinising board papers
- Leading discussions
- Attend meetings
- Focusing on key issues
- Providing guidance on new initiatives
- Reflect Council’s policies and concerns on all its committees, sub-committees, groups, etc
Person Specification
- The ability to communicate (verbal and nonverbal) and relate to a range of people
- High level of interpersonal skills
- Initiative, perseverance and enthusiasm
- Ability to speak confidently in a public forum
- Able to demonstrate initiative and independent working
- Approachable at all reasonable times
- Good administrative skills
Applications are to be sent to: [email protected]