Office bearers: job description templates

Having clear job descriptions for office bearers will help your organisation with succession planning, recruitment and governance. The whole board should be involved in finalising them. This way, expectations of process, practice and behaviour are agreed upon and documented.

Edit ICDA's job description templates for the positions of chair, deputy chair, secretary and treasurer as you like, adding and removing elements to suit your organisation.

The chair (or chairperson, or president) is the leader of the board of directors (or committee of management) and plays a critical role in ensuring the effective governance of the not-for-profit organisation. The chair provides strategic leadership, supports the CEO (or executive director, or general manager), ensures the board operates effectively, progresses the organisation’s mission, upholds its values, and complies with legal obligations.

• Provide leadership to the board to ensure the organisation operates in accordance with its constitution, legal obligations (e.g. under the Australian Charities and Not-for-Profits Commission, or ACNC) and mission.

• Lead the development and implementation of the organisation’s strategic plan in collaboration with the board and management.

• Ensure the organisation maintains high standards of accountability, transparency, and ethical practice.

• Chair all board meetings, ensuring they are well-structured, inclusive and productive.
• Collaborate with the board secretary to set meeting agendas, distribute relevant documents, and ensure proper recording of minutes.
• Promote a culture of engagement, respect and collaboration among board members.
• Lead annual reviews of the board and its members, identifying areas of success and areas for development and improvement.
  

• Act as the primary point of contact between the board and management and provide ongoing support and guidance to the CEO.
• Encourage a positive working relationship between the board and management.
• Ensure clear delegation of authority and monitor the CEO’s performance in line with agreed objectives and targets.

• Represent the organisation as a key spokesperson at events, at meetings, and with external stakeholders.
• Build and maintain strong relationships with key stakeholders, including donors, partners and government agencies.
• Advocate for the organisation’s mission and promote its visibility and impact in the community.

• Work with the treasurer and board to ensure sound financial governance, including approving budgets, monitoring financial performance, and mitigating risks.
• Ensure the organisation has adequate resources to achieve its objectives through a diversity of revenue sources.

• Ensure the organisation identifies and manages risks effectively.
• Ensure compliance with all relevant laws, regulations and governance frameworks, including reporting requirements.

• Leadership and diplomacy: Ability to lead a diverse group of stakeholders and navigate complex interpersonal dynamics.
• Strategic thinking: Capable of understanding the big picture while addressing day-to-day operational needs.
• Communication skills: Strong verbal and written communication skills, with the ability to engage effectively with diverse stakeholders.
• Problem-solving: Demonstrated ability to mediate disputes and resolve conflicts amicably.
• Organisational skills: Excellent time management and the ability to manage multiple priorities.
• Knowledge of legislation: Familiarity with relevant legislation and regulations (e.g. the ACNC Act 2012 and Regulations 2022).

The chair is appointed for a term of x years [insert term length, e.g. 2 or 3], with eligibility for reappointment as per the organisation’s Constitution or board charter.

The deputy chair supports the chair in their leadership of the board of directors and ensures continuity in governance during the chair’s absence. The deputy chair provides leadership, advice, and support to the board and management while upholding the organisation’s mission, values, and legal obligations.

Support to the chair

• Assist the chair in providing strategic leadership to the board and ensuring effective governance.
• Step into the role of chair when the chair is unavailable or unable to perform their duties.

Board engagement

• Promote a culture of collaboration, respect and engagement among board members.
• Provide mentorship and guidance to other board members as required.

Governance and leadership

• Assist in overseeing the implementation of the organisation’s strategic plan and objectives.
• Ensure compliance with the organisation’s constitution, relevant legislation and governance frameworks.

Stakeholder engagement

• Represent the organisation at events and external meetings when delegated by the chair.
• Support the chair in building relationships with key stakeholders, including donors, government agencies and partners.

The secretary plays a key role in ensuring the smooth functioning of the board and compliance with statutory and governance requirements. They manage board documentation, oversee communication with members, and maintain accurate records to support the organisation’s effective governance.

Board administration

• Prepare and distribute meeting agendas, board papers and other relevant documents in collaboration with the chair.
• Record accurate and concise minutes of all board meetings and distribute them in a timely manner.
• Maintain a register of board members and ensure their compliance with relevant statutory requirements.

Governance and compliance

• Ensure the organisation complies with its constitution, statutory requirements and governance frameworks.
• Coordinate the submission of statutory filings, such as annual reports to the ACNC, ASIC (if applicable), or state-based regulators.

Records management

• Maintain up-to-date records, including the constitution, policies, minutes and correspondence.
• Ensure secure storage and accessibility of critical governance documents.

Member communication

• Facilitate communication between the board, management, and members of the organisation.
• Issue notices of meetings, resolutions and elections as required by the constitution

The treasurer is responsible for overseeing the financial health and sustainability of the organisation. They provide strategic financial oversight, ensure sound financial governance, and work closely with the board and management to safeguard the organisation’s resources.

Financial oversight

• Monitor the organisation’s financial performance, ensuring it aligns with the budget and strategic goals.
• Present accurate financial reports to the board, including income statements, balance sheets and cash flow statements.

Budgeting and planning

• Lead the development of the annual budget in collaboration with the board and management.
• Provide financial advice to the board to support sound decision-making and strategic planning.

Governance and compliance

• Ensure compliance with financial regulations, accounting standards, and reporting obligations (e.g. ACNC requirements).
• Oversee the preparation and submission of audited financial statements and annual reports.

Risk management

• Monitor financial risks and develop strategies to mitigate them.
• Ensure the organisation maintains adequate insurance and reserves.

Resource management

• Provide advice on funding opportunities and support fundraising efforts.
• Ensure proper controls and processes are in place to manage income, expenses, and assets.

Governance knowledge

• Understanding of governance principles and not-for-profit legal obligations in Australia (e.g. ACNC requirements, Corporations Act).

Leadership and collaboration

• Ability to inspire and support a team of board members and collaborate effectively with stakeholders.

Organisational and time management skills

• Capacity to manage multiple responsibilities and meet deadlines effectively.

Communication skills

• Strong verbal and written communication skills for engaging with stakeholders and preparing reports or records.

Role-specific competencies

• Deputy chair: Leadership, strategic thinking, and interpersonal skills.
  
• Secretary: Attention to detail, organisational skills, and knowledge of governance documentation.
  
• Treasurer: Financial literacy, budgeting skills, and understanding of financial regulations.

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