North Hambleton District Scouts

Board Administrator – Job Description

North Hambleton District Scouts is seeking a Trustee Board Administrator. You will be central to keeping the Board running smoothly behind the scenes. No Scouting background is required and full training and support will be provided.

Overview of Scouts

The Scouts is the UK’s biggest mixed youth organisation, with over 620,000 young people and adult volunteers. Scouting activity is delivered through over 7,000 community-based Scout Groups nationwide. We change lives by offering 4 to 25-year-olds fun and challenging activities, unique experiences, everyday adventure and the chance to help others so that we make a positive impact in communities. Scouting is widely recognised and is one of the most trusted charities in the UK, giving it a significant level of influence and responsibility. Scouting’s greatest strength lies in its grass roots. It is locally that Scouting is best able to identify and work directly with young people most in need. We believe that through the everyday adventure of Scouting, young people and adult volunteers regularly experience new challenges that enrich and change their lives.

North Hambleton District Scouts

North Hambleton is one of ten Districts in North Yorkshire, supporting over 400 young people aged 4 to 18, backed by a dedicated community of adult volunteers. The District spans communities from the Hambleton Hills and the edge of the North York Moors, to towns and villages along the A19 and A1 corridors, including the market town of Masham and now extending to Hillside.

The District is united by a shared ambition: to grow Scouting and give more young people the chance to enjoy adventure, learn new skills and reach their full potential, supported by a fantastic team of volunteers.

Our Trustee Board is the legal governing body of the District and responsible for making sure Scouting in North Hambleton is run safely, legally, and in line with our charitable objectives. North Hambleton District is a registered charity (number 1120424).

The Role

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

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

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 District Trustee Board meetings to record discussions, decisions, and action points accurately and objectively (the District is pro-technology and uses transcribing software etc to aid this task).
• 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 (AGM).
• Preparing and advertising the Annual General Meeting (AGM).
• 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 District Lead Volunteer.
• 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.
• Any other duties requested by the District Team Lead Volunteer or the Trustee Board Chair

Meetings and Time Commitment

There are four quarterly Trustee Board meetings plus one Annual General Meeting each year. Meetings are typically held online and occasionally in person across the District. Meetings usually take place in the evening and therefore this role can be performed by someone who has full-time employment or other responsibilities as well. Outside of meetings, we would expect the Administrator to spend approximately two to four hours per month on this role.

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.

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.

Remuneration and Expenses

In common with other registered charities, there is no remuneration directly associated with the role, although the Association will reimburse fully for all reasonable and properly documented expenses incurred in performing duties in accordance with the Association’s Expenses Policy.

Interested?

Apply Here : Application Form

Want to learn more before applying? Get in Touch

If you are interested in the position and would like to apply, please complete this form. If you would like to discuss the role in more detail, please contact Simon Hickling : Email Simon

We welcome applications from people of all backgrounds. This role is open to anyone aged 18 or over.

Appointment Term

The successful applicant will be engaged for an initial 3 year period which will be subject to review by the Board of Trustees.

After 3 years, there can be a reappointment to the maximum of 9 years in the same post. 

Registered charity number: 1120424 (England and Wales)