Honorary Minuting Secretary

Tenure

The minuting secretary will be appointed for two years and may seek re-election to office for a maximum of three terms.  

Notice period – to allow the Association time to appoint a replacement, six months notice is required    

Time commitment 

 Attendance at meetings in person or virtual: 

• NEC x four per year  

• Steering group x hour per year  

• AGM once per year  

Others by agreement with Steering Group members with regard to Association Business  

Additional time as required to participate in steering group activity between meetings- possible decision making/ workstream business/meetings/activities  

Main purposes of role 

The Honorary Minuting Secretary shall be responsible for the taking of minutes or notes of meetings pertaining to SG, NEC, the AGM and any other association business deemed necessary and the publishing and distribution thereof. 

Key tasks  

Minute and note taking: 

• take minutes at NEC and notes at Steering Group meetings  

• note key Action Points/queries and decisions made at SG and NEC meetings 

• take minutes at the Annual General Meeting  

• publish and distribute minutes and notes via the National Executive Officer in a timely manner and preferably within ten working days  

Other duties: 

• Please note that as this is an elected post the holder is a fully participant member of the Steering Group and National Executive Council.  

• The post holder may therefore be required to undertake additional duties as a member of SG and NEC.  

• These may include duties such as timely engagement with consultations, responses from SG or NEC , attendance at additional meetings and any other duties as required. 

Key outcomes

• Notes of meetings and minutes where required are clear, concise and represent a true record of the proceedings in the case of minutes. 

• Notes and minutes are produced in a timely manner and at least within 10 days of the meeting 

• Any Key Actions are recorded and shared with the NEO  

• Any additional note – taking may be requested at the discretion of the NEO or President 

Responsible for staff/equipment   

N/A

Reports to

Steering Group and NEC 

Honorarium 

£300.00 pa

Recommended knowledge and experience

• Good note taking and minuting skills 

• Good understanding of the way BATOD works and the roles and responsibilities within BATOD 

• Relevant knowledge and experience to enable full participation as a member of SG and NEC. 

Created Sept 2024

Review Sept 2025