| Organisation | Sanctuary Trust |
| Reporting to | Chair of Trustees |
| Commitment | Approximately 4-8 hours per month, including attendance at Board meetings |
| Remuneration | Voluntary position (reasonable expenses may be reimbursed) |
| Insurance | Covered by the Trust’s trustee and officer indemnity insurance |
| Terms | Initial term of three years, renewable by agreement with the Chair. Three months’ notice on either side. |
About Sanctuary Trust
Sanctuary Trust is a charity committed to supporting men experiencing homelessness by providing accommodation, support services and advocacy. The Trust is governed by a Board of Trustees who provide strategic direction and oversight to ensure the charity fulfils its mission and complies with all legal and regulatory obligations. The Trust operates two companies – Sanctuary Trust Limited which is the trading company and of which all trustees are directors and Sanctuary Trust (Property Holdings) Limited, which is the property holding company of which the Chair of the board of trustees and one other trustee are directors.
Role Purpose
The Company Secretary plays a key role in supporting the effective governance and administration of Sanctuary Trust. The post holder will work closely with the Chair, Trustees and CEO to ensure that the organisation maintains high standards of governance, complies with relevant legal and regulatory requirements, and operates efficiently and transparently.
The role provides independent support to the Board, helping to ensure that trustees can fulfil their duties effectively. There are four sub-committees: Governance, Risk and Compliance (GRC), Finance, PR and Fundraising, Remuneration and Well-being.
Key Responsibilities
Governance and Board Support
- Act as Secretary to the Board of Trustees and to both companies.
- Prepare and distribute Board meeting agendas and supporting papers in conjunction with the Chair.
- Attend quarterly Board meetings (generally held from 5pm to 7pm on a weekday) and accurately record minutes, actions and decisions.
- Maintain a register of Board decisions and monitor the completion of agreed actions.
- Advise the Chair and Trustees on governance matters, procedures, and compliance with the Trust’s governing documents, and bring any actual or potential departures from those requirements to the Chair’s attention.
- Support the Board’s periodic reviews of governance arrangements.
- Support the Chair to coordinate trustee effectiveness reviews and governance assessments.
Compliance and Regulatory Responsibilities
- Maintain governance records, including trustee and company registers, declarations of interests and committee memberships.
- Complete the statutory and registry steps arising from trustee appointments and resignations for both companies: update the register of directors and secretary, file the change with the Companies Registry within the required timeframe, and record the change
- Check declared interests against forthcoming Board agendas and alert the Chair where an item may engage a declared interest, so that conflicted trustees can withdraw.
- Support the timely submission of any required returns, reports or filings.
- Monitor compliance with the Trust’s constitution and applicable charitable obligations.
- Ensure appropriate records are maintained and retained in accordance with legal and organisational requirements.
- Act as the Nominated Person for the Jersey Financial Services Commission Companies Registry and ensure that all annual and other submissions are filed within the required timeframe.
Assurance and Reporting
- Working in conjunction with the Trust’s Business Manager (each with delegated responsibility for different areas) maintain the Trust’s governance and compliance calendar as the single master record of statutory deadlines across both companies, including JFSC Companies Registry filings and the annual declarations cycle.
- Provide a short, written report to each meeting of the GRC Committee setting out the status of filings and returns.
- Provide a written statement to the Board once a year on whether the Trust’s governance records are complete and its statutory filings were made on time, noting any gaps.
- Raise any matter directly with the Chair, at any time, where in the Company Secretary’s judgement governance standards require attention.
Trustees remain responsible for the governance of the Trust. The Company Secretary provides independent assurance to the Board; the role does not transfer or discharge trustees’ own duties.
Strategic and Organisational Support
- Provide governance advice and practical support to the CEO and Board.
- Assist with the preparation of the Trust’s strategy meetings from time to time and other governance events.
- Maintain the policy review schedule, sharing late reviews with the Chair of the GRC committee. The executive team are responsible for developing and reviewing organisational polices and sharing updates with the GRC committee on a quarterly basis.
- Promote best practice in charity governance and ethical leadership.
Administrative Responsibilities
- Manage Board calendars and meeting schedules.
- Ensure meeting papers are circulated in a timely manner.
- Prepare formal correspondence arising from Board decisions where the Chair requires it, including letters of appointment and resignation to trustees and correspondence with the Companies registry.
What this role does not cover
The following sit with our Trustees or executive team, not the Company Secretary:
- Servicing the four sub-committees. Agendas, papers, attendance, minutes and action tracking for the sub-committees are handled by the sub-committee chairs. The Company Secretary receives the approved minutes for the record.
- Writing Board papers. These are produced by the Chair, sub-committee chairs and CEO. The Company Secretary issues them and chases those that are late.
- Owning the organisational risk register. The executive maintains it; the GRC Committee reviews it.
- Drafting or reviewing organisational policies.
- Trustee recruitment, which is led by the Chair with administrative support from the team.
- Trustee induction, including the induction pack and the governance element of induction for new trustees. This is led by the Business Manager with support from relevant roles where needed.
- The Charity Commissioner annual return. The executive team completes this with sign off from a Trustee; the Company Secretary is notified.
The Company Secretary is welcome to contribute to any of the above, but is not accountable for them.
Person Specification
Essential
- Strong organisational and administrative skills.
- Excellent written communication and minute taking abilities.
- High levels of accuracy and attention to detail.
- Understanding of good governance principles and duties of charity trustees.
- Ability to handle confidential information with discretion.
- Strong interpersonal skills and the ability to work effectively with trustees, volunteers and employees.
- Ability to work independently and manage competing priorities.
Desirable
- Previous experience as a Company Secretary, Board Secretary, Trustee or Governance Officer.
- Knowledge of charity governance and the responsibilities of trustees.
- Experience supporting Boards or senior leadership teams.
- Familiarity with risk management and compliance processes.
- Understanding of the Jersey charitable or not for profit sector.
Personal Attributes
The successful candidate will be:
- Committed to the mission and values of Sanctuary Trust.
- Ethical, trustworthy and impartial.
- Collaborative and supportive in their approach.
- Confident in challenging constructively where governance standards require attention.
- Passionate about helping organisations achieve strong governance and accountability.
What We Offer
This is an opportunity to make a meaningful contribution to a highly valued local charity, working alongside dedicated trustees and employees to support men experiencing homelessness in Jersey. The role offers the chance to utilise and develop governance expertise while providing valuable support to an organisation delivering significant social impact.
How To Apply
Please direct all enquiries and expressions of interest to Heather at admin@sanctuarytrust.org.je
Heather is coordinating the recruitment process and can arrange an informal discussion about the role and its responsibilities on request.
The closing date for expressions of interest is 17th November. We intend to hold informal interviews and discussions with shortlisted candidates during the week commencing 23rd November.
