Job Title: County Trustee Board Administrator

Application Closing Date 21st November 2025

About the role

The volunteer role of County Trustee Board Administrator is to ensure accurate, timely, and clear recording of County Trustee Board meetings, while handling all information in a confidential and professional manner. The Administrator supports the effective governance and administration of the Trustee Board at County level.

This is a volunteer support role (not a Trustee role). It is a non-co-opted position with no committee membership or voting rights, helping the Trustee Board function effectively without carrying the responsibilities of a Trustee.

About us

Leicestershire Scouts supports 111 Scout Groups and 42 Explorer Scout Units across the County. We provide our adult volunteers with a wide range of development opportunities, services, and support. We also provide programme opportunities, international experiences and events, where these are best done at a County level. We have over 7,500 young people (aged 4-24) going along to Scouts each week, supported by over 2,240 adults volunteers.

Our County Team consists of a Leadership Team, Programme Team, Support Team, Volunteering Development Team, the Governance Team (known as the County Trustee Board), provides support to these teams, and their sub-teams to deliver our opportunities, services, and support in parallel with our County plan.

Key Responsibilities:

1. Meeting Preparation & Coordination

  • Collaborate documents and report in conjunction with the Trustee Board Chair (or designated lead) to prepare meeting agendas.
  • Distribute agendas and supporting documents to Trustees in advance, ensuring materials are shared securely.
  • Organise meeting logistics, such as booking suitable venues and facilitating any required technical support.

2. Minute-taking

  • Attend County Trustee Board meetings to record discussions, decisions, and action points accurately and objectively.
  • Ensure minutes reflect the governance focus of the meeting, distinguishing clearly between decisions (governance) and operational discussion where appropriate.
  • Record and circulate information in a way that always maintains confidentiality.

3. Record Maintenance

  • Produce, circulate, and securely archive minutes and associated documents in a timely fashion.
  • Maintain structured, confidential records of past meetings and ensure retrieval for reporting or reference.
  • Collate past meeting minutes for record purposes.

4. Administrative Support

  • Assist with support tasks including:
  • Prepare timeline for Annual General Meeting.
  • Preparing and advertising the Annual General Meeting.
  • Coordinating the Trustee Open Selection process.
  • Collating Trustees’ Annual Report and Account papers.

5. Collaboration & Governance Alignment

  • Develop a sound understanding of the Trustee Board’s governance remit and work effectively with the Chair and Support Team Lead.
  • Maintain boundaries by not serving as a Trustee, thereby preserving impartiality and supporting unbiased record-keeping.
  • Ensure that all Trustee discussions and documentation are handled in strict confidence, sharing information only with those who are authorised to receive it.

6. Other duties

  • Provide occasional support to other Trustee Board activities such as one-off meetings or sub-committee meetings.
  • Any other duties requested by the County Support Team Lead Volunteer or the Trustee Board Chair

Desired Skills & Attributes:

  • Excellent written and verbal communication, accurate, clear, and concise.
  • Strong administrative and organisational ability, meticulous with attention to detail.
  • Discretion and confidentiality, able to manage sensitive discussions and documents appropriately, ensuring trust is maintained.
  • Knowledge of governance principles, ideally familiarity with charity governance best practices and understanding of how Trustee Boards differ from operational teams is preferred but not essential.
  • Ability to liaise effectively, especially with the Chair and County Support Team.
  • Dependability and time management, ensuring timeliness and consistency in deliverables.

Time Commitment:

  • Attendance at scheduled County Trustee Board meetings (typically six or seven meetings a year, typically 7:30pm to 9:30pm at our County Office LE3 3AW).
  • Time allocated per meeting for preparation, drafting, distribution, and archiving of minutes.
  • Additional tasks around AGM, reporting timelines, and supporting Trustee selection process.

Reporting Line:

Reports to the County Support Team, in close cooperation with the Trustee Board Chair.

Opportunity & Impact:

This volunteer role is pivotal in enabling effective governance by ensuring clarity, continuity, and confidentiality in Trustee Board operations. It allows volunteers with strong administrative skills to support the charity’s mission, without the responsibilities or demands of a Trustee role.

Appointment

The successful applicant will be engaged for an initial 24 month period which will be subject to review by the Board of Trustees.



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