Governance & Secretary Trustee

About this opportunity

ROLE GUIDE: Governance & Secretary Trustee

The Krystal Klear Foundation

Direct Report: The Board of Trustees

Status: Voluntary (Founding Trustee)

Location: Remote / Southampton (Monthly Meetings)

THE MISSION

The Krystal Klear Foundation is a grassroots organisation dedicated to supporting youth mental health through creative “paths”—Art, Music, and Horticulture.

As we transition into a Registered Charity (CIO), we require a dedicated Governance & Secretary Trustee. This role is the “Legal Backbone” of the board, ensuring that our operations are transparent, compliant, and documented to the highest standards.

THE SCOPE OF THE ROLE

1. Charity Commission Compliance

  • Annual Returns: Oversee the timely submission of annual returns and accounts to the Charity Commission.
  • Governing Document: Ensure the Foundation always acts within the rules of its Constitution.
  • Legal Updates: Keep the board informed of any changes in charity law or regulation that might affect our “Mental Health First” mission.

2. Board Administration (Secretary Duties)

  • Meetings: Coordinate the schedule for monthly board meetings and the Annual General Meeting (AGM).
  • Agendas & Minutes: Prepare meeting agendas in collaboration with the Chair and record accurate minutes of discussions and decisions.
  • Action Tracking: Ensure that decisions made during meetings are assigned to the correct people and followed up on.

3. Records & Membership

  • Trustee Register: Maintain the official register of trustees and ensure all “Fit and Proper Person” declarations are signed and filed.
  • Documentation: Manage the Foundation’s digital filing system (e.g., Google Drive) so that all policies, contracts, and insurance documents are easily accessible.

PERSON SPECIFICATION

We are looking for someone with a high level of organisation and an interest in the “engine room” of charity management.

Core Competencies:

  • Organisational Excellence: A love for order, clear documentation, and meeting deadlines.
  • Analytical Skills: The ability to read and interpret legal guidance (such as Charity Commission CC3) and explain it simply to the board.
  • Communication: Clear written skills for minute-taking and formal correspondence.
  • Integrity: A strong sense of ethics and a commitment to transparency in charity governance.

COMMITMENT

  • Monthly Board Meetings: Approx. 2 hours per month.
  • Administrative Prep: 1-2 hours per month for minutes and agenda preparation.
  • Term: We are looking for a founding commitment of at least 2 years to ensure the Foundation’s initial legal filings are flawless.

WHY THIS ROLE?

While the creative team is in the gardens or the studio, you are the one ensuring that the Foundation exists on solid ground. This role is perfect for a legal professional, a career administrator, or anyone who finds satisfaction in building a professional and compliant organisation from the ground up.

HOW TO APPLY

If you are the type of person who finds peace in process and order, please contact Jason Frigot for a Stage 1 Discovery Chat.

“Good governance is the invisible foundation of every great mission.”

About The Krystal Klear Foundation

www.thekrystalklearfoundation.org

Please note, whilst we do our best to keep information as up-to-date as possible, over time community services may change some details such as dates, times, and locations. The information we share is therefore subject to change. Our goal is to showcase available support services within the city. However, inclusion in this database does not constitute an endorsement or recommendation of any organisation. Click here to read our full disclaimer.

If you find any errors, please let us know by emailing Community@southamptonvs.org.uk  so we can amend the incorrect information.

Apply now

Your Details:

About you:

Privacy statement:
We take your privacy seriously and will only use your personal information to support you in your volunteering and to provide the services you have requested from us." However, from time to time we would like to contact you with details of other services or information that we believe would be of interest to you. If you consent to us contacting you for this purpose please tick to say how you would like us to contact you:


We will only share your information with organisations related to your volunteering or the the services you have requested from us. We may, however, be legally required to share your personal information for the purposes of safeguarding or the prevention, investigation, detection, or prosecution of criminal offences. If there is a need to pass your details onto any other organisations, we will ask for your consent prior to sharing any personal data." For more information about the personal data we hold, who we might share your information with, and how your can access this information, please email information@southamptonvs.org.uk.