Overview
The Hub @ Toothill CIC is transforming the village tavern into a vibrant community family hub. Help shape a once-in-a-generation local regeneration project, strengthen community pride, and ensure lasting impact for residents now and future generations.
This role is fundamental to ensuring The Hub @ Toothill CIC is strong, sustainable, and trusted by the community it serves. By providing robust governance oversight, the Board Secretary will help protect the integrity of this regeneration project. Strong compliance, accurate record-keeping, and transparent decision-making ensure that we meet our legal responsibilities as a CIC and maintain the confidence of residents, funders, partners, and regulators.
The role directly supports effective leadership. Well-structured meetings, clear minutes, and consistent action tracking enable the Board to focus on strategic growth rather than operational confusion. This clarity allows Trustees and senior staff to concentrate on delivering real impact transforming the historic “Toot and Whistle” into a thriving, inclusive family hub.
Through careful management of statutory returns, registers, and governance documentation, the Board Secretary safeguards the organisation’s long-term stability. This creates the secure foundation needed to attract funding, build partnerships, and reinvest surplus income back into Toothill for generations to come.
The impact goes beyond administration. By strengthening governance systems and ensuring accountability, the role helps embed our “continuous review” model — keeping the organisation responsive, community-led, and aligned with local priorities. Transparent AGM processes and clear communication channels also empower members to participate meaningfully in decision-making.
Ultimately, this role helps ensure that community voice remains central, that resources are protected, and that the Hub can deliver on its mission to build pride, resilience, and opportunity within Toothill. The Board Secretary’s contribution enables the organisation not only to operate effectively today, but to create lasting social impact well into the future.
What are we looking for?
Person specification
Relevant Experience
- Prior experience as a Board Secretary or significant experience serving on a formal Board is highly desirable to support good governance and statutory compliance
- Experience in a secretarial, administrative, or governance role.
- Experience taking minutes and managing agendas for formal meetings.
- Experience working with a VCSE (Voluntary, Community or Social Enterprise) organisation (Desirable).
Skills
- Excellent organisational and time-management skills.
- High level of literacy and the ability to produce clear, accurate documentation.
- Strong understanding of professional governance and meeting protocols.
Attributes
- Commitment to The Hub’s mission, values, and community-led approach.
- High attention to detail and a commitment to transparency.
- Collaborative, inclusive and approachable.
- Positive representation of the organisation externally and internally.
- Willingness to commit time and energy to the Board role, including attending meetings and learning as required.
Additional
- A strong personal alignment with driving social impact and local regeneration within the Swindon area.
What will you be doing?
Key Responsibilities
- Governance Compliance: Ensure the Hub @ Toothill CIC complies with its articles of association, CIC regulator requirements, and relevant charity or company law.
- Meeting Management: Support the Chair in ensuring meetings are productive, well structured, and focused on the Hub’s strategic goals rather than just operational updates. Coordinate the preparation and distribution of Board agendas and supporting papers in a timely manner.
- Minute Taking: Record accurate and professional minutes of Board meetings, clearly documenting decisions made, actions assigned, and the voting process. (We use Microsoft Teams for recording and Copilot to convert the transcription into minutes).
- Action Tracking: Maintain a robust action log to ensure that Board decisions are followed through by the relevant Directors or staff members.
- Statutory Returns: Oversee the filing of statutory returns and ensure that the organisation’s records on Companies House remain accurate and up to date.
- Communication Facilitation: Act as a central point of contact for Board communication, ensuring information flows effectively between the Chair, Directors, and the Interim CEO/Hub Manager.
- Governance Record Keeping: Maintain the official Register of Members, Register of Directors, and the organisation’s archive of key legal and strategic documents.
- Policy Oversight: Ensure all organisational policies are regularly reviewed and updated in line with the Hub’s “continuous review” governance model.
- Annual General Meetings (AGM): Lead the administrative planning and execution of the AGM, ensuring proper notice is given to members and voting is conducted transparently.
- General Responsibilities: Positively represent The Hub @ Toothill in all interactions and communications. Commit to continuous learning and development to support the role and stay updated on governance best practices. Undertake any other reasonable tasks as required by the Chair to support the Hub’s operational success and community impact.
- Conflict of Interest: As a Director of The Hub @ Toothill CIC, you are required to act in the best interests of the organisation and the community it serves. You must declare any personal, professional, or financial interests that could conflict with the Hub’s activities or decision-making. All Directors are required to sign a Declaration of Interests form upon appointment and update it annually or whenever a potential conflict arises.
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