Secretary (Volunteer/Virtual/Open to QLD Residents)

ABOUT THIS ROLE
​The Secretary performs a key governance role within the organisation in both an advisory and a practical capacity, in particular:
  • Guiding FFARQ in meeting its formal requirements under its Rules of Association and ACNC;
  • Advising the President and other Committee members;
  • Overseeing and managing the Rules of Association of FFARQ in line with regulations, by laws and policies.
  • The Secretary will be responsible for a diverse range of duties, including the effective operation of the Board suite through efficient preparation for various types of meetings.

As the Secretary, you will be responsible for:
  • Performing the duties and responsibilities of a Secretary as required by the ACNC, the Organisation’s Rules of Association any other relevant legislation or regulation
    • ​a) ensure statutory records/registers are maintained current. ​
    • b) ensure completion and lodgement of statutory forms/returns and reporting under relevant legislation/regulation, including
      • i. annual accounts
      • ii. annual return
      • iii. change in Committee members, Secretary 
    • c) support the President, FFARQ volunteers and committee members with Committee meetings, in particular, advice and assistance on
      • i. committee papers
      • ii. agenda
      • iii. compilation/circulation of papers to Committee members prior to meetings
      • iv. ensuring meetings are properly convened, constituted and quorate
      • v. Minutes of Meetings
      • vi. communicate and report action to give practical effect to decisions
    • d) record (and advise ACNC where necessary) declarations/conflicts of interest of Committee members
    • e) advise on adherence with the Organisation’s Rules of Association
    • f) ensure that a true version of the Organisation’s Rules of Association is maintained and published
    • g) assist the President and Committee members in the conduct of meetings and their directorial and governance obligation and responsibilities
    • h) maintain membership register:
      • i. ensuring the correct appointment of committee members, that they are:
      • ii. not disqualified in law
      • iii. eligible to be members under the provisions of the governing document
      • iv. appointed according to the procedure laid down in the governing document
  • Carry out other duties related to the administration of the Organisation
    • a) establish a timetable of corporate actions required during the year pursuant to Associations Incorporated Act 1981
    • b) report as required to Committee meetings covering such areas as:
      • i. disclosure reports/ACNC filings
      • ii. Presidents’ interests
      • iii. changes in applicable laws/regulations
    • c) governance
      • i. support the Committee
      • ii. maintain a governance/policy manual for Directors/management
    • d) annual financial statements
      • i. assist management and relevant Committee(s) as appropriate
      • ii. provide information for President’s Reports & Notes
    • e) annual report
      • i. generally assist with compilation and ensure ACNC requirements are met
    • f) general meetings
      • i. oversee arrangement of AGM (and any other extraordinary general meetings) including due notice and preparation of agenda
      • ii. compile briefing notes as needed for President to conduct meeting
      • iii. ensure management of proxy votes
      • iv. ensure minutes are taken
    • g) guidance to Committee members on compliance matters (to the extent not otherwise provided by professional advisers)
    • h) liaise with accountants, lawyers and other professional advisers in relation to various corporate matters where necessary

SUITABLE FOR 
  • Online & Remote Volunteers
  • Skilled Volunteers

REQUIREMENTS
To be successful in this role, you'll need:
  • Willingness to devote the necessary time and effort
  • Strategic vision
  • Good, independent judgement
  • Willingness to speak their mind
  • Understanding and acceptance of the legal duties, responsibilities and liabilities of
  • Trusteeship
  • Excellent written and verbal communication
  • Knowledge or experience of business and committee procedures
  • Be an ambassador of our mission and uphold our commitment to responsible pet ownership
  • Volunteers must have the right to work / volunteer in Australia
  • Be a permanent resident in QLD
  • Reliable access to personal computers with internet connection (at volunteers’ expense)
  • Commitment of 5 hours per week for a minimum of six months
  • The right to live and work in Australia
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About us
Time required
A minimum commitment of 6-months is required. All applicants must be able to commit a minimum of 5 hours per week to the role. These hours are flexible, so long as the organisational needs are met.
Interested in
  • Administration & Office Management
  • Governance, Boards & Committees​
**Please share your resume and brief note about any work/associations with animals**