Secretary for the Forum of the Duke of Edinburgh's Award in Hampshire

Are you interested in a volunteer role which only needs time at specific times of the year?

Are you interested in helping a charity which works with young people? 

The role is for a volunteer Secretary for the Hampshire Forum for the Duke of Edinburgh’s award (DofE). The Forum consists of around 20 Hampshire representatives of local DofE groups, such as Scouts, Girlguiding and Boys’ Brigade. The Forum President is the Lord-Lieutenant of Hampshire. 

 There are two main aspects to the role:

1. General secretarial support:

• Attend 3 evening meetings per year, two usually in central Winchester and one over zoom 
• Undertake duties for those 3 meetings such as arranging a meeting venue, circulating agendas, taking minutes and sending around reports 
• Monitor the Forum email account and update the email group contacts if they change 
• Keep the Forum membership list up to date
  
• Co-sign for bank payments along with the Treasurer
  
• Attend occasional meetings of the Forum Exec (involving the Chair, Treasurer and other members). These may happen once or twice during the year, usually over zoom 

2. Organise the annual presentation evening for DofE Gold Award holders, which has around 200 guests attending. It usually takes place on the evening of the first Friday of July, around Winchester / Chandlers Ford. There are 2-3 other Forum members who are also involved in organising this event. This event has run annually for many years, and there is a standard process to follow for organising all arrangements.

Skills

• Secretarial support such as taking minutes of meetings, circulating agendas and maintaining a membership list 
• Good IT skills such as familiarity with Word, Excel and Google forms 
• Event planning: 
  
  • Maintaining a log of all tasks
  • Sending invitations and tracking responses
  • Collating the names to be printed for the young people's certificates 
    
  • Liaising with venue event organisers 
    
  • Organising volunteers such as photographer and other helpers 
  • Helping prepare a press release