West Yorkshire Federation of Women's Institutes

Federation Secretary

Leeds, West Yorkshire
£15k - £20k
22 Aug 2019
20 Sep 2019
Contract Type

Federation Secretary

The Federation Secretary is the first point of contact with members and therefore is a vital link between the various committees, the membership and the Federation.

Reporting to: The Board of Trustees

The Federation Secretary will act as Secretary to the Federation Chairman and the Board of Trustees.

Main Functions

  • To service the board
  • To provide support to the board and the Federation Chairman
  • To provide a central administrative service to the Federation and WIs
  • To take minutes for the Annual Meetings

Principal Responsibilities

  • To service the board
  • To liaise with sub - committee chairmen in order to obtain papers for the BOT agenda
  • To prepare agendas and co-ordinate supporting papers
  • To circulate papers itemised by the BOT agenda
  • To take minutes of BOT meetings and circulate a report
  • To undertake any follow-up work
  • To administer the biennial board election process

To provide a central administrative service to Federation and WIs

  • To be responsible for the administration of the annual appointment of Federation committees. . To regularly update all central board detail lists
  • To draft budget for the Federation Annual Meeting and NFWI Pro Rata Scheme
  • To deal with incoming and outgoing mail on a daily basis
  • To deal with all relevant enquiries
  • To draft copy for WYN
  • To maintain and update the MCS system
  • To maintain and administrate the GDPR system

To provide support to the board and the Federation Chairman

  • To deal with the Trustees’ mail on a regular basis including drafting correspondence
  • To deal with telephone enquiries
  • To ensure Trustees are briefed for external meetings as appropriate
  • To arrange meetings and visits

Social Media

  • To update and maintain Social media presence - Facebook, Twitter etc.

Financial Duties

  • To enter cheques/cash received in a daybook and balance for Treasurer to post to ledgers on Quick Books
  • To prepare cheques and cash for banking
  • To be one of the 3 signatories on the COIF accounts and liaise with the Treasurer regarding transfers to and from the COIF accounts
  • To write and sign cheques as necessary as one of the 3 signatories on the current account


  • To service Federation working groups

This is a summary of the main activities of the role. Note that some may require more time than others or on a more regular basis. This post will also require flexibility to undertake other duties not specified in this job description but compatible with the role.

Hours of work - 9.am - 4.00pm with half hour lunch break 26 hours - Monday - Thursday

Salary in the region of £15k - £20k

Experience of working in a voluntary organisation previously would be useful

Please forward your CV to The Chairman marked PRIVATE AND CONFIDENTIAL by 20th September 2019

West Yorkshire Federation of Women’s Institutes
Rodley Business Centre
164/166 Town Street
LS13 1HP

Or Email: - westyorksfedaccs@gmail.com

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