Regional Secretary Role Description

NORTH EAST REGION

 

SECRETARY ROLE DESCRIPTION

The regional board is made up of a number of volunteers who are elected representatives of local cycling clubs and organisations representing Tyneside, Northumberland, Durham, Teesside and North Yorkshire. The Regional Board meets at least 6 times per year to deal with matters that relate to the regions British Cycling (BC) members and clubs and also administers the business of the British Cycling Federation (BCF) including funds derived from road and track based competition. The Board has a remit to work with BC staff and national council to support and develop the sport in all disciplines across the region; this includes setting up appropriate work groups to provide specific support in areas such as youth development and event development.
The regional board is made up of a chair, treasurer, secretary and other officers, they have the support of a contracted regional competition administrator and a number of BC paid staff including a regional events officer and a regional development manager. The regional board also elects delegates to attend the annual National Council meeting to vote on its behalf.
Members of the board who have no specific role but support the general work of the board by providing advice and expertise to ensure appropriate decisions are made.
This Role Description is to be read in conjunction and notwithstanding the British Cycling Federation's Rulebook containing, Memorandum of Association, Articles of Association, National Byelaws, Technical Regulations and any subsequent supporting documentation.

1. TYPE OF VOLUNTEERING

To record and document minutes of Regional Board meetings and Regional Council meetings. To circulate key notices and information to regional board members and affiliated organisations.

This Role Description is to be read in conjunction and notwithstanding the British Cycling Federation's Rulebook containing, Memorandum of Association, Articles of Association, National Byelaws, Technical Regulations and any subsequent supporting documentation. 2. MAIN PURPOSE OF 2. 2.

2. VOLUNTEERING

Minimum Requirement
a. Organising venues, compiling and distributing agendas, and recording the proceedings of all Regional Board meetings and subsequently circulating the minutes to Board members.
b. To discuss with the Chair and board members prior to meetings in order to collate and produce items to be placed on the agenda
c. Notifying all regional affiliated clubs and delegates of the dates for the AGM and Pre-National Council meetings, or regional council meetings as required, including circulating agendas and relevant information as appropriate.
d. Attending Regional AGM and Pre-National Council meetings, recording the proceedings and producing the minutes for subsequent circulation.
e. To maintain a list of names and addresses, telephone and e-mail addresses of all board members and affiliated organisations.
f. Circulating other information to affiliated clubs as required.
g. To receive and deal with all correspondence relating to the region's affairs, to consult with the Chair, regional board members and others as appropriate prior to answering contentious correspondence
h. Promptly send all complaints received to the regional board's complaints officer
i. Administratively support the RCA if required

3. EXPENSES

Expenses can in some circumstances be paid for exceptional travel or other expenses but they are not payable for routine board business

4. RESPONSIBLE TO

Regional Board/AGM

5. COMPETENCIES/EXPERIENCE REQUIRED


a. Must have own computer with good IT skills: email, Word, Excel, as minimum
b. Good organisation skills and administrative skills
c. Good communicator
d. Understand and deliver effective team support to the board and sub-groups as agreed.

6. QUALIFICATIONS NEEDED

a. No formal qualifications. However, a background in administrative duties and processes would be advantageous.
b. Must be computer literate.
c. Must have a good standard of written English.
d. Must be able to deal sensitively and politely with the public.

7. COMMITMENT REQUIRED

a. Approx 5 hours a week (average – slightly more to do prior to AGM and pre-National
Council meetings, but less at other times)
b. 6 X 2 hour regional meetings a year

8. SUPPORT RECEIVED

Support from Regional Board and HQ admin staff and close working with the chair of the region.

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