NLDRFU Honorary Secretary

NLD RFU Honorary Secretary

Nature and Scope of Role

• The primary duty of the Secretary is to act as the principal administrator for the CB, overseeing the general running of the CB with the assistance of the Office Administrator who is a paid employee of the CB;
• Communication is key to the successful running of the CB and the role is the pivot for this, ensuring that relevant outward communications go to other volunteers and member clubs and that inward communications are acknowledged and forwarded in a timely manner to the appropriate person or people within the CB for information and/or to action;
• The role is one of the Officers of the CB and as such has a place on the Management Committee
• The appointment of the Honorary Secretary is for a term of three years but will be subject to ratification at the NLD RFU AGM annually and subject to three terms;
• The role holder will usually also be appointed as a Statutory Director, subject to agreement and legal compliance.

Principal Responsibilities

• Line management of the Office Administrator, defining their role and responsibilities as part of the overall CB Management team. This also includes feedback on performance and development needs of the individual;
• Working closely with the Head of Governance and the Office Administrator, ensure appropriate records are maintained and that all information held meets the requirements of GDPR;
• Effective and timely administration of all inward and outward correspondence, ensuring necessary actions are followed up and that insurance and legal matters are dealt with promptly;
• Ensure, with the assistance of the Office Administrator, that GMS records in so far as they relate to the CB are kept up to date;
• Working with the CB Volunteer Coordinator, ensure that records are kept of volunteers receiving RFU’s volunteer recognition and rewards;
• In consultation with relevant committee Chairs, produce an annual plan of dates (and venues and/or online links) for Management Committee, joint Partner Union and sub-committee meetings and to organise additional meetings as and when required;
• In consultation with other Board Directors, ensure that a minimum of 2 Board meetings are held each season and that appropriate minutes are maintained and filed;
• Ensure that any Board appointments and/or amendments to Articles of Association are registered at Companies House in a timely manner;
• Ensure that all appropriate agendas and reports are circulated in a timely manner for all meetings and that draft minutes are circulated as soon as possible after those meetings;
• Ensure that Calling Notice(s), Resolutions, Nominations and general reports are issued in accordance with the timelines in the CB’s Articles of Association and / or Rules for all AGMs and SGMs;
• In conjunction with the Head of Governance, ensure that the process of appointing the CB’s representatives to the RFU Council are elected in accordance with the Rules and timetable laid down by the RFU and in a manner which is open and transparent to all member clubs;
• Ensure that the annual RFU audit of member clubs is completed correctly and returned to the RFU in accordance with the timelines set.

Skills and Personal Attributes

• Excellent interpersonal skills
• Excellent communication skills both written and orally;
• Highly organised;
• Ability to develop and manage others to produce a high standard performance;
• Ability to delegate effectively;
• Willingness to work within, and learn where necessary, the framework of Regulations, Rules and timeliness of both the RFU and NLD RFU;
• Ability to persuade and influence others to adopt best practices, providing guidance and practical help when required;
• Working knowledge of basic principles of GDPR