Secretary

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Position Title: Secretary
Organisation: Rollercoaster Theatre Inc.
Location: Melbourne, Victoria
Position Type: Volunteer

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Role Overview

The Secretary is a key support role that ensures the smooth functioning of Rollercoaster Theatre Inc.’s Board operations. Responsible for meeting coordination, record-keeping, and regulatory compliance, the Secretary works closely with the President and General Manager to manage Board communications and maintain accurate documentation.

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Role Purpose

To coordinate and document the activities of the Board of Directors, keeping accurate records of meetings, decisions, and compliance-related tasks. The Secretary ensures that all Board members have the information they need to fulfil their roles effectively.

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Key Responsibilities

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Meeting Coordination & Documentation

• Schedule & Organise Meetings: Coordinate bi-monthly (6 per year) Board meetings (60-90 minutes each) in consultation with the Chairperson, and assist in preparing the meeting agenda.

• Document Meeting Minutes: Record and circulate minutes of all Board meetings, documenting key discussions, decisions, and assigned actions.

• Follow-Up Reminders: Notify Board members of due tasks and deadlines following meetings.

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Records Management & Compliance

• Maintain Records: Oversee the organisation’s records, including regulatory reporting, ensuring secure storage of important documents and correspondence in Google Drive.

• Compliance Calendar: Maintain a calendar of compliance and regulatory deadlines (e.g., ACNC, ATO requirements, state fundraising registrations) and inform the Board of upcoming obligations.

• Regulatory Filings: Support compliance with the Australian Charities and Not-for-profits Commission (ACNC) and other relevant regulatory bodies, ensuring accurate and timely filing of documents in collaboration with the Treasurer and General Manager.

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Membership Oversight

• Member Records Management: Work with the General Manager to maintain an accurate record of Rollercoaster Theatre members and communicate with the Board to formally approve new members.

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General Duties

• Ethical Conduct: Act in good faith, prioritising the organisation’s best interests, and disclose any conflicts of interest.

• Board Engagement: Actively participate in Board meetings, assisting the Chairperson with administrative needs and contributing to Board discussions as required.

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Qualifications

• Experience in administration, management, or accounting, with strong organisational skills.

• Familiarity with minute-taking, document management, and compliance in a non-profit or similar environment.

• Ability to work independently and manage deadlines effectively.

• Proficiency with Google Drive and virtual meeting platforms.

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Commitment

• Expected time: Average 4 hours per month, including Board meetings.

• Term length: Two years, with the possibility of renewal.

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Benefits

• Engage with a vibrant board and creative team.

• Contribute meaningfully to the arts and disability communities.

• Gain valuable experience in non-profit governance and administration.

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How to Apply:
Interested candidates, please submit an expression of interest to our Chairperson Sarah Sutherland at sarah@rollercoastertheatre.com, outlining your qualifications and why you’d like to join us.

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