Charity Chair of Trustees, Treasurer & Secretary Role Descriptions

Charity board chair of trustees, treasurer and secretary role descriptions, duties and responsibilities, including Charity Commission guidance.

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CHAIR OF TRUSTEES AND KEY BOARD ROLES

Generally, there are only 2 roles specified in a charity governing document.  The trustees, or directors if a company, and the chair of trustees.   Having  a treasurer, secretary or  a committee is usually optional, unless a role is specified in your governing document, in which case you must comply.

Charity Commission Charity Chair of Trustees Role Description

The Charity Commission doesn't appear to have any specific guidance for a charity chair of trustees.  The specific role of the chair will depend on the size and activities of the charity and will vary over time as the charity's needs change.  I was appointed to my first charity chair role in 1995 (I'm really old) and have made lots of mistakes.  Based on what I learned from those, my example charity of trustees role description that meets Charity Commission requirements is below.

• Lead the board to ensure its effectiveness in.
  • Setting and implementing the charity's culture, direction, and strategy.
  • Approving the annual operations (business) plan, budget and risk management plan and.
    • Monitoring these to ensure delivery.
• Focus the board on strategic matters, prioritising long-term goals and planning.
• Maintain high standards of governance, fostering transparency and ensuring the charity holds itself accountable to its stakeholders.
• Ensure trustee awareness and compliance with legal and regulatory requirements, including.
  • The requirements in their constitution and.
  • The Charity Commission guidance on trustee roles and responsibilities (CC3 - see below).
• Ensure that the trustee board annually reviews its structure, effectiveness, delegations and key policies, and implements agreed changes as necessary.
• Liaising with the Secretary to arrange meetings and set agendas and chairing meetings to ensure these are well run and focussed on delivering the charity's work.
• Act as a representative and spokesperson for the charity.
• Manage trustee relationships to foster a positive board culture, including.
  • Ensuring the Board has the policies it needs.
  • Leading on the appraisal and development of trustees and.
  • Encouraging them to support the charity's fundraising efforts.
• Line manage the Charity CEO, by supporting, positively challenging and holding them to account, including.
  • Working with the Board to approve a scheme of delegation and appraisal of the CEO.

Charity Chair of Trustees Responsibilities - Simplified

Here is a simplified version of my charity chair role description for small charities.

• Ensure that the charity trustee board functions effectively, meetings are led inclusively, and the board carries out its duties.
• Lead the board in governing itself well, setting the strategic direction of the charity, creating a positive culture within the charity and holding staff accountable.
• Monitoring the agreed actions from board meetings to ensure that decisions are implemented properly and in a timely manner.
• Build a strong, positive and respectful relationship with staff, volu7nteers, beneficiaries and other stakeholders.
• Act as an ambassador for the charity, representing its interests and values to stakeholders.

Charity Treasurer Role - Job Description

A charity treasurer will advise trustees on their financial responsibilities, may chair the finance/audit committee and liaise with professional advisors, such as auditors.  In small charities, the role will be much more hands on, perhaps including routine finance duties, such as budgeting and preparation of reports.

• Oversee the charity's finances to ensure its regulatory and legal responsibilities met and comply with charity accounting practice.
• Oversee the annual budget (and risk plan) and that charity accounts are prepared and the key issues and risks reported to the trustee board in a timely and effective manner.
• Monitor and report on the financial health of the charity at regular board meetings.
• Lead in the development and implementation of finance policies, such as reserves, cash handling and systems of internal control.
• Liaise with external auditors or advisors, if applicable.

Charity Secretary Role - Job Description

A secretary is often a charity trustee who supports the board, and would have to be if your constitution requires it, but may also be a staff member (such as the CEO) or a freelance contractor.

Job description for a charity secretary:

• Liaising with the chair and trustees in arranging meetings, agendas and papers, taking minutes and administration of meetings and record keeping.
• Ensure the board is aware of its responsibilities in respect of the legal and regulatory requirements of governing documents, charity law, company law, etc.
• Manage and facilitate the induction and training of new trustees.
• Coordinate and organise other meetings as required, such as AGMs and EGMs.
• Ensure compliance with charity regulations and governance standards.

Where a charity is a company, the secretary has additional duties under company law and common law, such as such as:

• Maintaining the register of members, trustees, directors, and secretaries.
• Preparing and filing annual returns and other statutory documents with Companies House (and the relevant charity regulator).

Charity Chair and Trustee Resources

We have a whole range of simple practical guides, checklists and tools for trustees.  Have a look at the website index of governance resources, or login and score the governance questionnaire for far more.

For free charity governance training, use of free charity and trustee training resource of our free webinar programme.

You can download 60+ policies, including a range of charity governance policies, in Word format from Charity Excellence.

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Charity Chair of Trustees, Treasurer and Secretary - FAQs

Does a charity have to have a chair of trustees?

Most charities have a chair and in many constitutions one is required but usually may be appointed just to chair the meeting.

What is the role of a charity treasurer?

The role of treasurer may vary, depending on the size and activities of your charity. In small charities, the treasurer may have day-to-day responsibility for managing your charity’s money and he or she will report to the trustee body. In larger charities, the treasurer may work with the finance officer or a finance sub-committee.

Does a charity secretary need to be a trustee?

If your constitution requires it, yes, but generally, the secretary does not and is often the CEO or even a freelance contractor.

What is a charity trustee skills audit?

A skills audit is where the trustees determine the skills and experience, they need and compare it to what they have to determine what additional skills they might need to recruit for.

This article on charity chair, treasurer and secretary roles and responsibilities is for general interest only and does not constitute professional legal or financial advice.  I'm neither a lawyer, nor an accountant, so not able to provide this, and I cannot write guidance that covers every charity or eventuality.  I have included links to relevant regulatory guidance, which you must check to ensure that whatever you create reflects correctly your charity’s needs and your obligations.  In using this resource, you accept that I have no responsibility whatsoever from any harm, loss or other detriment that may arise from your use of my work.  If you need professional advice, you must seek this from someone else. To do so, register, then login and use the Help Finder directory to find pro bono support. Everything is free.