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Trustee Role Description - Groups and Meeting Secretary

Role title: Groups and Meeting Secretary
Accountable to: Board of trustees
Responsible for: Regional & Affinity Groups
Term of office: Four years

Scope and purpose

The overall role of the Groups and Meeting Secretary is to play a key role in the strategic development of the BSI’s regional & affinity groups and travel awards schemes.

General responsibilities

  • To ensure that the Society complies with its governing document, charity law, company law, and any other relevant legislation or regulation.
  • To ensure that the Society pursues its objects as defined in the governing document.
  • To ensure that the Society applies its resources exclusively in pursuance of its objects.
  • To contribute actively to the board of trustees' role in giving firm strategic direction to the Society, setting overall policy, defining goals and setting targets and evaluating performance against agreed targets.
  • To safeguard the good name and integrity of the Society.
  • To ensure the effective and efficient administration of the Society.
  • To protect and manage the property of the charity and to ensure the proper investment of the charity's funds.
  • To assist with the appointment of the Chief Executive and to monitor his/her performance through an agreed process.

In addition to the above statutory duties, every trustee should use any specific skills, knowledge, or experience they have to help the board of trustees reach sound decisions. These may involve:

  • Scrutinising board papers
  • Leading discussions
  • Focusing on key issues
  • Providing guidance on new initiatives
  • Other issues in which the trustee has special expertise.
  • All board members must be members of the BSI. 

Additional duties of the Groups and Meeting Secretary

  • Reviewing and approving applications for one-off meetings from regional and affinity groups. 
  • Ensuring that annual reports are received from all groups.
  • Allocating budgetary amounts to regional and affinity groups as part of the annual subvention award scheme and in liaison with the Head of Finance.
  • Liaise with Programme Manager on a regular basis.
  • Reviewing applications for BSI travel awards as chair of the travel award panel of experts.
  • Review applications for BSI congress bursaries as chair of a panel of experts.
  • Review applications any other travel awards / bursaries (EFIS, IUIS) as part of a panel of experts.
  • Attending Programme Committee meetings.

Groups and Meeting Secretary person specification

  • Membership of the Society is required under the rules
  • Commitment to the Society
  • Strategic vision
  • Good, independent judgment
  • Ability to think creatively
  • Willingness to speak their mind
  • Ability to work effectively as a member of a team
  • Nolan's seven principles of public life: selflessness, integrity, objectivity, accountability, openness, honesty, and leadership.
  • First Hand Experience of regional and affinity group matters
  • Skills to analyse proposals and examine their financial consequences
  • Willingness to be available to staff at short notice and on an ad-hoc basis


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