Secretary for Ipswich Arts Centre

Description of the role:

Ipswich’s town centre has no less than twelve medieval churches, one of which is St Clement.

There are ambitious plans to breathe life into this historic building and to repurpose it from a religious dwelling to a vibrant arts centre for the community.

The mission of Ipswich Arts Centre is to establish a venue that would place Ipswich on the map as a significant cultural venue that supports and promotes the creation of new innovative art. The aim is to create an arts centre that actively supports and promotes emerging artists through the creation of an accessible performance space and its diverse arts and education programmes.

As an arts centre the venue will serve the needs of local schools and colleges who will be able to use the space to exhibit work and perform live events.

It will be established as a mid-sized music venue able to host acts, both up and coming and established, that currently do not typically come to Ipswich but look beyond the town to places like Cambridge and Norwich.

A rolling board of voluntary directors is responsible for the running of the Ipswich Arts Centre, drawn from the community. It is the responsibility of the directors to manage the operational, administrative, public and financial affairs of Ipswich Arts Centre. Each Co-Director term lasts two years.

In order to shape and meet the ambitious plan to create a new cultural venue for the town the arts centre is seeking
hands-on directors

The role of the secretary is to support the chair in ensuring the smooth functioning of the
Management Committee.
The Secretary’s tasks include:

Ensure Responsible Administration
• To prepare agendas in consultation with the Chair (and chief officer).
• To circulate agendas and any supporting papers in good time.
• To receive agenda items from other committee members.
• To check that quorum is present.
• To minute meetings and circulate the draft minutes to all committee members.
• To ensure that the chair signs the minutes once they have been approved.
• To check that committee members and staff have carried out action(s) agreed.
• To circulate agendas and minutes of the annual general meeting (AGM) and any special or
• extraordinary general meetings.
• To ensure up-to-date records are kept of committee membership.
• Commission in terms of registration, reporting, changes to governing documents and directors etc.
Make Arrangements for Meetings
To ensure arrangements for meetings are met (booking the room, arranging for equipment
and refreshments, organising facilities for those with special needs, etc).

Opportunity Activities: Administration, Architecture and Building Work, Finance Work, Marketing, PR and Media, Trusteeship and Committee Work
Availability required:

M T W T F S S
Morning
Afternoon
Evening

What skills are needed?

Qualities and Skills Required
• Organisational ability.
• Experience of committee work and procedures. Minute-taking experience (if this is not being delegated to staff).
• Good communication and interpersonal skills.
• Impartiality, fairness and the ability to respect confidences.
• Approachable and sensitive to the feelings of others.
• Well organised and an eye for detail.
• Ability to work well with the Chair.
• Good time-keeping.

What skills will be learned / gained?

An understanding of the art and cultural objectives for Ipswich.
An understanding of working with English Heritage and a grade II listed building.

DBS Check Required: No
Driving Licence Required: No
Does this role have age restrictions?: No
Mandatory training required for role: No
Extra information:

Experience:
New Directors bring fresh ideas and energy which are vital to ensuring the continued development of the Arts Centre as a vibrant artist-led organisation. Previous experience is desirable but not essential as full training will be given. The most important requirement for a Director is a willingness to be involved and an enthusiasm for the objectives of the Arts Centre.

Working Arrangements:
Applicants should be prepared to commit on average 4-8 hours per week depending on our calendar of events. This will not necessarily be during traditional working hours and work can be completed remotely. Working arrangements are flexible depending on individual availability and role within the Board. Attendance at monthly Board meetings in Ipswich is mandatory. Directors should also be able to commit to attending fundraising and other programmed events. Each Director must take an active role in attending subcommittee meetings as and when required.

Personal Specification:
• An appreciation, enthusiasm and commitment to the objectives of the Arts Centre.
• Practical and resourceful with the ability to achieve set targets and objectives.
• Knowledge of the local and international contemporary art scene.
• A drive to develop the Arts Centre through programming, outreach, creative projects and professional development opportunities.
• Self-motivated able to use own initiative with excellent organisational and time management skills.
• Ability to work productively as part of a small team.


About the Opportunity Host Organisation


Host Organisation: Ipswich Arts Centre