Vacancy: District Secretary

Are you the Admin Whizz that we need?

Deadline: Sunday 28th February 2021 5pm

We are looking to recruit an Admin Whizz to work as our District Secretary. 

You don't have to have been involved in Scouting previously, you may have relevant experience elsewhere in your life. What is crucial is that you have the passion, energy and time available to support our Executive Committee to deliver a healthy provision for Scouting throughout Caerphilly County Borough. 

This is a really exciting time to be joining our adventure, as we are working towards our Skills for Life strategy, with particular emphasis on:

  • Growth
  • Inclusivity
  • Youth Shaped
  • Community Impact

What does the role entail?


The functions of the appointment are to:

  • Provide administrative support to the running of the Executive Committee.
  • Act as Secretary for the District Scout Council (the annual general meeting of our members).
  • Work with the Chair of the Executive Committee to set meeting agendas and arrange meeting logistics for the Executive Committee.
  • Take accurate and accessible minutes of Executive Committee meetings.
  • Distribute agendas, minutes and supporting documents for Executive Committee meetings.
  • Maintain accurate records for the administration of the District; including meeting minutes, census details, ownership of property and equipment, insurance and financial information.
  • Ensure the safety and security of records maintained by the Executive Committee, complying with appropriate legal requirements.
  • Communicate with the Executive Committee and District Scout Council.
  • Support the completion of the Annual Census return.
  • Prepare the appropriate administration for the Annual General Meeting, including collating the Annual Report and Accounts for the Annual General Meeting.

The successful candidate will have training provided as part of an induction into Scouting, along with GDPR awareness training. The ability to use IT is essential, and an email account and access to Office 365 (web based) will be provided. 


We are committed to providing flexible opportunities for volunteering, and so would encourage applications from anyone who feels that they may be able to volunteer in an alternative way, or where you may not be able to undertake all of the duties and responsibilities but could support the district with some of them. A specific role description will be agreed with the successful candidate, an example role description can be found here


Think you'd like to give-it-a-go?

If you have questions about the role, send a message to our District Chairperson (Jonathan) or contact Symon our District Commissioner. Both can be contacted on our 'Meet the Team' page.  

The appointment will be made by our Executive Committee by recommendation of our District Chairperson. A DBS check is one of the processes that will be undertaken in deeming a person's suitability for the role, and references may be required.  

To apply for the role, simply fill out your details below by 5pm on Sunday 28th February 2021 and they will be sent to our Appointments Secretary, who will be in touch for the next step in the process. Include a very brief message about why you are interested in the role. 

* First Name:
* Surname:
* Telephone:
* Email:
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