RPSBS Ltd is managed by its Board of volunteer members that manages the Society’s business, not including registrations and membership.

The Position

The Part-time Secretary will be appointed by and accountable to the Board and will be responsible for completing the secretarial duties that are generated by the Board in managing the Society’s business.

Contractual  Agreement

Number of hours and remuneration to be discussed with the successful applicant, ABN is required.

Board Meeting Statement

The Board will hold regular meetings, via a virtual platform. Typically these meetings will be held in the evening to accommodate working members. All meetings are recorded. This meeting schedule may also suit an applicant who has other work commitments but who can manage the job in the required timeframes, including occasional response to unexpected situations.

Annually there will be a face-to-face weekend meeting that may be held in conjunction with the weekend scheduled AGM of Members.

Secretarial Duties/Responsibilities

• Working closely with the RPSBS Ltd Board.
• Creation of and timely distribution of agendas for Board, Board Sub-Committee and Member (e.g. AGM) meetings.
• Accurate recording and distribution of Minutes of Board and also an Action Plan reflecting decision making from that meeting in a timely manner within 2 weeks.
• Maintenance of a current list of Board members, their contact details, the dates they joined the Board and their CV’s.
• The creation and maintenance of an up-to-date Board planning calendar identifying matters to be on the Board’s agenda over the course of a year.
• Maintenance of a current list of State Committee members, their contact details, the dates they joined their State Committees and their CV’s to be provided by State Secretaries when requested.
• Maintaining and backing up policy and procedures documents, Minutes, Board and State member details and any other documents generated during Board meetings, these to be kept as electronic files including backup to the Board’s cloud storage that can be accessed by all Board members.
• Management of correspondence, ensuring that requests made of the Board of Directors, or relevant to the governance of the Society, is reported and receives a response in a timely manner.
• Accurate recording and distribution of Minutes of the AGM and Member Forum.
• Notifying State Committee Chairs and Secretaries when changes to Procedures and/or Rules & Regulations occur.

Qualifications

1. Working knowledge of horse breeding, registration, equine competitions and membership. (Processes, terms and vocabulary)
2. Knowledge of standard meeting procedure including preparation and follow-up.
3. Ability to source Constitution, Policies, Rules & Regulations.
4. Ability to take notes and circulate accurate Minutes and Action Sheets in a timely manner.
5. High level proficiency in oral and written language and computer/technology skills required to perform role.
6. Strong interpersonal skills that are reflected appropriately in a positive welcome, honesty and integrity, exercising of sound judgement, respectful listening and suitable response.

Evaluation

The successful applicant’s performance will be reviewed by the Board after six months and as part of the Board and Staff’s Annual Performance Review

Enquiries and Applications

Address enquiries and applications to RPSBS Board.

E: secretary@rpsbs.com.au

Applications should include:

• A cover letter addressing why you are interested in the role and addressing the key requirements listed above.
• A current resume.

Applications close: 26th April 2024.