AECTP Board Responsibilities February 2019

AECTP Board Member and Position Descriptions

27 February 2019

Non-Profit, Non GST registered

                       

Board Chair Job Description

  1. Is a member of the Board.
  2. Serves as the Chief Volunteer of the organisation.
  3. Is a partner with the Executive Officer in achieving the organisation's mission
  4. Provides leadership to the Board of Directors, who sets policy and to whom the Executive Officer is accountable.
  5. Chairs meetings of the Board after developing the agenda with the Executive Officer.
  6. Encourages Board's role in strategic planning with assistance from the Executive Officer.
  7. Appoints the chairpersons of committees, in consultation with other Board members.
  8. Serves ex officio as a member of committees and attends their meetings when invited.
  9. Discusses issues confronting the organisation with the Executive Officer.
  10. Helps guide and mediate Board actions with respect to organisational priorities and governance concerns.
  11. Reviews with the Executive Officer any issues of concern to the Board.
  12. Monitors financial planning and financial reports.
  13. Plays a leading role in fundraising/sponsorship activities .
  14. Formally evaluates the performance of the Executive Officer and informally evaluates the effectiveness of the Board members.
  15. Evaluates annually the performance of the organisation in achieving its mission and goals.
  16. Performs other responsibilities assigned by the Board.

Deputy Chair Job Description

This position in typically successor to the Chair position. In addition to the responsibilities outlined in the Committee Member job description, this position:

  1. Is a member of the Board.
  2. Performs Chair responsibilities when the Chair cannot be available (see Chair Job Description).
  3. Reports to the Board's Chair.
  4. Works closely with the Chair and other staff.
  5. Performs other responsibilities as assigned by the Board.

Honorary Treasurer Job Description

  1. Is a member of the Board.
  2. Manages finances of the organisation.
  3. Administrates fiscal matters of the organisation.
  4. Provides annual budget to the board for members' approval.
  5. Ensures development and board review of financial policies and procedures.
  6. Is a member of the Board.
  7. Maintains records of the board and ensures effective management of organisation's records (paper/electronic).
  8. Manages minutes of board meetings.
  9. Ensures minutes are distributed to members shortly after each meeting.
  10. Is sufficiently familiar with AECTP documents (eg rules, Code of Ethics, membership application process) to note applicability during meetings.
  11. Participates closely with the Chair to develop and implement officer transition plans .
  12. Regularly attends board meetings and important related meetings.
  13. Makes serious commitment to participate actively in committee work.
  14. Volunteers for and willingly accepts assignments and completes them thoroughly and on time.
  15. Stays informed about committee matters, prepares themselves well for meetings, and reviews and comments on minutes and reports.
  16. Gets to know other committee members and builds a collegial working relationship that contributes to consensus.
  17. Is an active participant in the committee's annual evaluation and planning efforts.
  18. Participates in fund raising/sponsorship for the organisation.

Honorary Secretary Job Description

  1. Is a member of the Board.
  2. Maintains records of the board and ensures effective management of organisation's records (paper/electronic).
  3. Manages minutes of board meetings.
  4. Ensures minutes are distributed to members shortly after each meeting.
  5. Is sufficiently familiar with AECTP documents (eg rules, Code of Ethics, membership application process) to note applicability during meetings.
  6. Participates closely with the Chair to develop and implement officer transition plans.

Board Member Job Description

  1. Regularly attends board meetings and important related meetings.
  2. Makes serious commitment to participate actively in committee work.
  3. Volunteers for and willingly accepts assignments and completes them thoroughly and on time.
  4. Stays informed about committee matters, prepares themselves well for meetings, and reviews and comments on minutes and reports.
  5. Gets to know other committee members and builds a collegial working relationship that contributes to consensus.
  6. Is an active participant in the committee's annual evaluation and planning efforts.
  7. Participates in fund raising/sponsorship for the organisation.

Executive Officer Job Description

The Executive Officer provides a range of high level executive, secretariat, and project support services to the Board including providing strategic advice, managing communications and implementing strategies to support the achievement of the AECTP’s strategic and operational objectives.

  1. Assists in achieving the organisation’s mission.
  2. Develops the organisation to grow the planned Board achievements.
  3. Works with the Secretariat to develop accurate Annual and Special Meeting documentation.
  4. Oversees the strategic and annual board planning meetings.
  5. Ensure the Board agendas achieve the purpose and development of the organisation.
  6. Inform and guide the Board to achieve the planned strategic and annual plans.
  7. Finalizes minutes and manages the board meeting action points.
  8. Discusses issues confronting the organisation and any issues of concern with the Chair.
  9. Participates closely with the Chair and other officers on all board business.
  10. Develop and implement appointed officer transitions.
  11. Manages and organises annual conference with support from the conference subcommittee and Secretariat.
  12. Completes the final First Aid Matters newsletter edits ready for publication and distribution every four months.
  13. Overseas electronic and paper based voting processes.
  14. Be responsive to issues raised by members meeting their needs in a timely manner.
  15. Ensures allocation of all Body Meeting documents to attendee and communicates documents to the Board.
  16. Seek and collate board member feedback in order to provide AECTP feedback for consultation rounds.
  17. Address current NZQA Rule changes, Skills Organisation changes, EER issues and provider concerns.
  18. Ensure all Secretariat matters are completed in a timely manner.
  19. Manage the Secretariat financial and administrative processes to show ongoing viability.
  20. Maintain an overview of the AECTP business to show member satisfaction, systems progress and sustainability.
  21. Provide advice and maintain an excellent working relationship with member organisations.

 


EO Secretariat functions

  1. Manages all incoming emails to AECTP mailbox.
  2. Takes minutes at all meetings including AGM and distributes final copy to board members.
  3. Assist in preparation of Annual Booklet.
  4. Manages Cashbook and sets up transactions for paying invoices.
  5. Prepares financial statements and budgets with assistance from Hon Finance Officer.
  6. Prepares and emails membership invoices and emails membership certificates.
  7. Emails membership information to prospective members.
  8. Assists Hon Secretary in writing letters.
  9. Email voting documents to members.
  10. Update NZ Societies Office when rules change.
  11. Disseminates newsletter to members and publishes on website.
  12. Manage website updates and refreshing content, publishes news items, updates member information.
  13. Assists subcommittee with conference tasks including venue bookings, speaker liaison, delegate registration, printing of name tags and certificates, collate feedback information.
  14. Publishes conference information and booking mechanism on website.
  15. Manages conference Mailchimp distribution list.
  16. Manage software licensing.
  17. Filing of financial and other documents including correspondence.
  18. Maintain AECTP Secretariat User Guide.

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