Trustee Secretary for Amos Trust

Aim:

To support the Chair and Director with the administration associated with the governance of Amos Trust.

• Time commitment:
  Between 4 and 8 hours a month (voluntary)
• Overseen by:
  Chair of Trustees and Director of Amos Trust
• Date: January 2026

About the role

Trustee meetings occur in the evenings on Zoom 3–4 times a year, and once or twice a year in person in London.

The Trustees are joined by the Amos Executive team (Director and Head of Operations) and other senior staff members.

This role seeks to enable the smooth running of these meetings, to ensure that accurate records are maintained and that those responsible for action required between meetings are reminded of this.

We do not believe this will be an onerous role and the tasks outlined here can be undertaken remotely. There will be a level of discretion and confidentiality associated with the role.

Skills required:

• Good IT skills with familiarity with Zoom, Google’s online platforms and Doodle meeting planner or similar systems
• Ability to maintain discretion and confidentiality
• Strong organisational skills and attention to detail

Key activities

Meeting coordination

• Set Trustee meeting dates using Doodle/WhatsApp polls with the Chair
• Send out ‘save the date’ requests to Trustees and meeting invites
• Send reminders to Trustees of dates

Meeting administration

• Ensure, with the Director and Head of Operations, that all papers needed for Trustee meetings are available in a secure shared online space by the required circulation deadlines
• Attend Trustee meetings and take accurate meeting minutes (predominantly action minutes)
• Share minutes with the Chair, then the Director and Trustees in a timely fashion with action points noted
• Ensure key Trustee documents such as minutes of Trustee meetings and associated papers are stored securely in an orderly manner in Google Drive

Record keeping

• Maintain the online register of Trustees’ personal details and the register of dates of appointment, end of Trustees’ 4-year term, re-election and stepping down
• Maintain the online Declaration of Interests register of Trustees and senior staff
• Maintain an online conflicts of interest register and ensure it is updated with details from new Trustees and any change of circumstances from existing Trustees and senior staff
• Ensure Trustee details are up-to-date on Charity Commission records

Trustee support

• Ensure new Trustees can access the information on Google Drive they are required to know (accounts and policy documents)
• Circulate to Trustees relevant information and updates issued by the Charity Commission

Policy and compliance

• Manage the timeline for the review and updating of Amos’ policy and working practice documents, and chase up the staff responsible to update individual policies 1–2 months before the due date
• Maintain a record of annual activities that the executive/staff team need to do for the board of Trustees (annual return, quarterly risk assessment) and remind Exec and Chair 1 month before their due date

Other tasks may be identified and agreed upon between the Trustee Secretary and Chair.

How to apply

Please send an expression of interest to Robert Cohen, Amos’ Chair, at [email protected] or arrange a time to discuss it with Chris Rose, Amos’ Director, at [email protected]

The deadline for applications is 5pm on Friday 27th February 2026.