Secretary to the Board of Trustees Full Time NEW

Job title: Secretary to the Board of Trustees  

Reports to: Chair of the Board of Trustees 

Commitment:

• Approximately 2–3 hours per week on average, with flexibility for slightly more just before and after a quarterly Trustee meeting 
• Board meetings are held every quarter for three hours (in-person Oxfordshire/Buckinghamshire area)  
• Teams catch-ups are held monthly for 1 hour (as required) 

Contract type: Part-time/Volunteer 

Location: Ideally SE England, near Oxfordshire (board meetings in-person). Remote/Teams meetings with Board and/or CEO as required. 

Deadline for applications: 5th July 2026

Link to Candidate Pack: https://canva.link/8d2xtyzvf4w314t

About Been There:

Been There is a charity that provides peer mentoring, connecting people aged 18 and over with a vetted and trained mentor to help with any body image issues they may be experiencing. This gives them the opportunity to speak to someone who has ‘Been There’ themselves. Our Mentors are here to support, empower and, most importantly, listen.  

As a small but growing charity, we rely on committed trustees who can take an active, hands-on approach to help guide our financial and strategic growth. 

 Overview of the role:

We are looking for someone with strong experience in a Trustee Secretary, Charity Secretary or similar senior governance and administrative role. The Secretary to the Board will ensure the charity meets its legal, regulatory and governance obligations, and to support the Board in carrying out its responsibilities effectively. 

Responsibilities :

• Meeting Administration: Liaise with the Chair and CEO to plan, arrange, and prepare agendas and supporting papers for Trustee and committee meetings. Coordinate meeting logistics, including booking rooms or online platforms and distributing papers. 

• Minutes and Record Keeping: Draft and circulate accurate minutes of Trustee and committee meetings, clearly recording decisions and agreed actions. Monitor progress of actions and report back to the Board or committees as needed. 

• Governance Compliance: Ensure all meetings comply with the charity’s governing document, legal obligations, and regulatory requirements. Advise Trustees on the implications of governance and regulatory matters for strategic decisions. 

• Custody of Documents: Act as custodian of the governing document, statutory registers, and other important legal documents (e.g., insurance policies). Ensure charity activities reflect its objects and that all records are maintained accurately. 

• Policy Oversight: Take ownership of writing, reviewing, updating, and implementing Trustee-approved policies, ensuring alignment with legal and regulatory requirements. 

• Trustee Support: Support Trustees in fulfilling their duties and responsibilities, including organising induction for new Trustees and ongoing training opportunities. 

• Committee Support: Ensure sub-committee meetings are administered in line with legal and regulatory requirements. Ensure a minute taker is available and accurate records are maintained. 

• Strategic Advice: Provide guidance to the Board on regulatory or legal implications arising from the charity’s strategic plans, helping Trustees make informed decisions. 

• Decision Implementation: Ensure Trustee decisions are implemented in accordance with the governing document and internal operational procedures. 

Knowledge, Skills, and Understanding:

Individuals are sought who have a strong empathy with body image issues and related mental health concerns. We are particularly interested in candidates who combine governance and administrative expertise with a genuine interest in the wellbeing of people and a clear understanding of Been There’s work and ambitions.  

• Experience: Strong experience in a Trustee Secretary, Charity Secretary, or similar senior governance and administrative role is essential.  

• Governance and Charity Law: Strong understanding of charity law, trustee duties, and the voluntary sector, with the ability to advise the Board on regulatory and legal matters. 

• Meeting Administration: Proven experience in preparing agendas, supporting papers, and taking concise, accurate minutes for Trustee or committee meetings. 

• Record Keeping: Ability to maintain statutory registers, the governing document, and other important legal or operational records, ensuring information is accessible to the Board and relevant stakeholders. 

• Strategic and Operational Support: Capacity to make recommendations to the Board, offering informed advice with diplomacy and clarity. 

• Communication Skills: Excellent written and verbal communication skills, with the ability to convey complex information clearly to Trustees and other stakeholders. 

• Teamwork: Ability to work effectively as part of a Board, supporting Trustees in fulfilling their responsibilities and encouraging collaboration. 

• Organisation and Time Management: Strong organisational skills, with the ability to plan and prioritise work to meet deadlines consistently. 

• Commitment to Equality and Diversity: Demonstrates understanding of, and commitment to, promoting equality and diversity in all aspects of the role. 

• Commitment to the Role: Willingness to devote the necessary time and effort to carry out responsibilities effectively, including preparation for and attendance at Board meetings and any relevant committees. 

Why Join Our Board? 

• Make a real impact in the mental health and wellbeing space, supporting people affected by body image issues through strong governance and organisational leadership. 

• Play a key role in shaping the charity’s strategic direction, ensuring compliance with legal and regulatory requirements, and supporting the Board in fulfilling its responsibilities. 

• Work closely with the Chair, CEO, and fellow Trustees in a collaborative, hands-on role that is essential to the smooth running of the charity. 

• Bring your professional expertise in charity governance, administration, or similar roles to a highly valued Trustee position. 

• Contribute to a peer mentoring service that reflects the type of support the NHS and other health bodies consider a key focus for the future of mental health, helping to strengthen innovative, peer-led approaches. 

• Join a committed, passionate Board and team, making a tangible difference while gaining experience in charity governance and strategic administration.