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Secretary

Posted for Gosport Access Group and Disability Forum

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Gosport Access Group and Disability Forum (GAGDF) are looking for a Secretary to join them as they strive to make the Borough of Gosport a more accessible place for all residents and visitors, regardless of ability, disability, impairment or other access need.  We achieve this by working with local authorities, businesses, services providers and others to improve access.

GAGDF are a group of volunteers, all of whom are either disabled themselves or have other direct lived experience of disability.  A wide range of different impairments (for example: physical, sensory, cognitive) are represented in our group.  Anybody who is disabled or who has a personal/professional interest in disability/accessibility (for example carers) is welcome to join us.

We aim to resolve access issues when they occur, but we also do a lot of pre-emptive work to prevent issues from happening in the first place.


The Secretary role is a co-opted Officer position on GAGDF's Management Team and is voluntary.  We are looking for someone who can:

- Support GAGDF’s management committee in the day-to-day running of the group.

- Key tasks include dealing with correspondence, setting up open forum meetings and managing the contacts / membership.


Duties (detail):

Correspondence:

• Check in all correspondence and queries.  This could include email, phone calls/voicemails, texts, Facebook Messenger, via our website and postal correspondence

• Either deal with these directly, or forward / distribute to the appropriate member(s) of the Management Team to action

• File / archive acorrespondence

Open Forum Meetings and Drop-in sessions:

• Organise physical (as COVID restrictions permit) and online ‘virtual’ (or hybrid) meetings to take place 6-12 times / year – including Annual General Meeting.

• Arrange for guests and guest speakers to attend Open Forum meetings

• Prepare agenda for Open Forum Meetings (with input from management committee)

• Distribute meeting invitations to the wider membership mailing list, including paperwork (eg agendas, minutes of previous meetings, instructions on how to get here / join the meeting) in various formats such as: paper, large print, telephone, text, email, Facebook, etc.

• Take minutes of the Open Forum meetings and check these with Management Committee

Membership and contacts:

• Manage membership / contacts database and keep up to date with members’ contact details

Management committee meetings:

• Organise physical (as COVID restrictions permit) and virtual (or hybrid) meetings to take place 6 times / year, or as directed by the committee

• Prepare agendas for management committee meetings

• Send out meeting invitations to the management committee, including paperwork (eg agendas, minutes of previous meetings, instructions on how to get here / join the meeting) in various formats such as: paper, large print, telephone, text, email, Facebook, etc.

• Take minutes of the Management Committee meetings and check these with Management Committee

Publicising the group and its activities:

• Support Management Committee members who are attending events on behalf of GAGDF (including helping to erect display / publicity material)

• Putting news items out on social media, print media and to the mailing list

 

It is anticipated that the normal time commitment will be between 5 and 15 hours per month but this will vary with the schedule of any ongoing projects and activities.

 

Additionally, the Secretary will be asked to attend bi-monthly Forum meetings and Management team meetings as necessary. This could be done either in person or by remote means (eg Zoom).

 

 

Skills

• General office IT (eg Excel, Word, Outlook, Zoom, Access or equivalent)

• Literacy and numeracy

• Planning and organising

• Able to communicate effectively with people (both written and verbally)

GAGDF have a Windows laptop available for the secretary’s use.

 

Please note that GAGDF (including the elected members of its management team) comprises people who are disabled or who have some direct interest with disability (eg family members / carers).

 


 

Volunteer for the Secretary role must be aged 18 or over.



Details

  • Accessibility
    The role will be accessible and any appropriate support will be given
  • DBS check required
  • Equal Opportunities Policy
  • Expenses reimbursed
    All out of pocket expenses will be covered on production of a suitable receipt / invoice
  • Health and Safety Policy
  • Ongoing support
  • Suitable for Under 18's
  • Training provided
  • Volunteer induction
  • Volunteer Policy
  • Volunteers covered by insurance
    NB Public liability Insurance is currently being obtained for GAGDF's physical presence (eg stalls, meetings, etc.)
  • Written role description
    As per this advertisement

When can I volunteer?

Mon Tue Wed Thu Fri Sat Sun
Morning No No No No No No No
Afternoon No No No No No No No
Evening No No No No No No No

Availability Details

It is expected that a significant proportion of the secretary’s duties can be conducted from their own home / office and at a time which suits them. Additionally, the Secretary will be asked to attend bi-monthly Forum meetings and Management team meetings as necessary. This could be done either in person (at a town centre location) or by remote means (eg Zoom).


Location

This opportunity can be carried out whilst working from home.

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