Clerk to the Board of Trustees

The Clerk to the Board of Trustees supports effective governance by preparing agendas, recording accurate minutes, and coordinating key communications to ensure

Overview

This is a voluntary role - but one that makes a critical difference to the strength and smooth running of Phase's leadership.

Key Information

Role Title: Clerk to the Board of Trustees

Reports to: Chair of Trustees

Time Commitment: Approx. 6 meetings per year (weekday evenings), plus admin/coordination in between

Location: Hitchin-based (meetings in person, with occasional remote communication)

Remuneration: Voluntary (reasonable expenses reimbursed)

DBS: Basic DBS check required (provided by Phase)

Core Responsibilities

• Attend all trustee board meetings (approx. 5-6 per year)
• Prepare and circulate meeting agendas in consultation with the Chair and Director
• Take accurate, clear, and professional minutes at each meeting
• Record and track agreed actions, decisions, and matters arising
• Distribute draft minutes and related papers to trustees in a timely manner
• Maintain records of trustee attendance, declarations, and governance paperwork
• Support the smooth flow of communication between trustees and senior staff
• Ensure governance records are well organised and stored securely via the Phase Trustees Portal
• Keep trustee contact details up to date and confidentialLiaise with the Chair and Director to ensure meetings are purposeful, compliant and effective

Person Specification

We're looking for someone who is:

• Organised, dependable and detail oriented
• A clear and confident note-taker
• Discreet and able to handle confidential information with professionalism
• A good communicator who works well with others
• Comfortable using email, Google Docs, and online meeting tools (training can be provided)
• Familiar with (or willing to learn about) charity governance and good practice
• Good sense of humour

Support Provided

• Full induction to Phase and trustee operations
• Access to the Trustees Portal, contact directory, and policy documents
• Support from the Chair of Trustees and Director
• Optional access to online training (e.g. charity governance, safeguarding, etc.)

Why This Role Matters

Good governance isn't just paperwork - it's the foundation that helps us build resilience in young lives for brighter tomorrows. As Clerk, you'll ensure that our board operates with clarity, accountability, and purpose. Your role supports the integrity of everything we do.