Honorary Secretary of UKeiG

  • Job Reference: UKeiGHonSec
  • Date Posted: 2 May 2022
  • Recruiter: CILIP UKeiG Member Network
  • Remote Working: 100% remote working possible
  • Salary: Upon Application
  • Bonus/Benefits: Reduced CILIP Membership & access to 1 free UKeiG CPD training course
  • Sector: Volunteer
  • Job Type: Temporary

Job Description

UKeiG is a highly successful and innovative Special Interest Group. Focusing on electronic information, in all its forms, UKeiG runs a substantial portfolio of CPD, awards and bursaries, supported by a part-time administrator. We are now recruiting a new Honorary Secretary to join the experienced management team. If you’re organised and good at taking notes then this could be the role for you! The primary purpose of the secretary, supported by other team roles and the administrator, is to keep the administration of the committee running smoothly.

The Honorary Secretary is one of the officer roles for the UK eInformation Group (UKeIG) of CILIP along with the Chair and Hon. Treasurer.

About the volunteer role:

  • Acting as a main contact for UKeiG, receiving requests and correspondence and dealing with these or passing them on as appropriate. You will need to regularly monitor the Secretary email account given to us by CILIP HQ.
  • Liaising with the Chair in passing on information items to committee members, in drawing up agendas for committee meetings and in arranging committee meetings. We usually meet virtually using Zoom as we are a geographically dispersed committee. You would also be responsible for administering the UKeiG Zoom account.
  • Sending out agendas at the appropriate time before each committee and general meetings.
  • Attending and taking minutes of committee and general meetings of UKEIG and circulating these minutes to the committee within a reasonable timescale.
  • In conjunction with other committee members, organising the AGM each year. Preparing the agenda and paperwork for the AGM, recording the minutes at the AGM, and preparing them for presentation at the next AGM. All committee documents are stored in a cloud drive.
  • To keep updated and advise the committee of relevant issues from CILIP HQ by forwarding relevant emails etc.
  • Supporting CILIP's efforts to continuously improve service quality and member value by undertaking training as the opportunities arise.
  • Maintaining a dialogue with CILIP to ensure that committee records are managed and updated in an accurate and timely manner, including records relating to the UKEIG committee and its members.
  • Promoting the membership and benefits of UKEIG and CILIP within the library and information profession as appropriate.
  • Functioning as one of the signatories for the group’s Unity Bank account

The Secretary may also:

  • Assist with arrangements involving the CPD events, Awards and Bursaries when needed (the main support for all of these is undertaken by our Administrator).
  • With the Chair, Administrator and Hon. Treasurer, judge awards and bursaries
  • Be involved with the production of our monthly eNewsletter.

Training in the Role:

The existing Hon. Secretary will work in parallel with the candidate for at least six months before assuming the full role in January 2023.

About you:

  • UKEIG member
  • Computer literate – we make frequent use of email, online polls to arrange meetings, and a shared cloud drive for committee documents such as minutes.
  • Able to maintain organised and up-to-date emails and records.
  • Evidence of good communication and interpersonal skills.
  • Can give up to eight hours a month to the committee, allowing for more time around important events such as the AGM if necessary

If you have any questions about the role, please do contact the current Hon Secretary of UKEIG, John Wickenden, email: secretary.ukeig@cilip.org.uk