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Not for the Faint Hearted – The Role of the Secretary to the Board

25^th January 2024

I think everyone recognises that the role of the University Secretary has changed dramatically.  No longer a note-taker at meetings, the Secretary is now a trusted adviser for the Vice-Chancellor and the Chair.  As the strategic interface between the Board and the Executive, the Secretary sits firmly at the crossroads, acting as the bridge for effective communication and collaboration.  The strategic value a Secretary adds is obvious –to me – but it’s “not a role for the faint-hearted.” With this newfound influence comes a demanding set of responsibilities and challenges.

Present at Executive team meetings, today’s Secretary juggles an extensive portfolio, including board member recruitment and development, governance and regulatory compliance, board performance, strategy development and implementation, business planning, risk management and business continuity, and, in some cases, oversight of entire professional staff teams covering HR, Corporate Communications, IT, Health and Safety, Student Welfare, Library Services and Planning.

To excel in this multifaceted role, a secretary needs exceptional abilities:

• Emotional intelligence and diplomacy to navigate complex relationships.
• Detail-orientated with strong negotiation skills to resolve conflicting interests.
• Strategic thinking and analytical prowess to inform impactful decisions.
• Unwavering integrity and courage to challenge the status quo.
• Problem-solving and mediation skills to navigate conflict and ensure smooth operations.
• A global perspective and adaptability to keep pace with evolving landscapes.
• The delicate dance of power and influence.

A skillset fit for a Superhero, perhaps?  An interesting thought for Secretaries at least….

The Secretary’s position, while crucial, can also be precarious. They may face:

• Friction with the Executive if perceived as a “power player”.
• Pressure to appease conflicting interests between Board and Executive.
• Personal risk when challenging inappropriate behaviour or misuse of power.
• Misunderstanding of the role by board members.

To support the Secretary, Universities must foster a supportive culture where Secretaries can thrive. This means:

• Clear expectations and boundaries around the role – good governance is a shared responsibility and must be owned by all members of the Board and the Executive.
• An Independent appointment process led by the Board -the Secretary must be visibly independent and be confident in speaking without fear and acting objectively within the law in the institution’s best interests.
• Having structures to protect against undue influence.
• Investment in ongoing training and development.

I strongly believe that an effective Secretary holds the key to unlocking high-quality strategic decision-making that paves the way for the University’s long-term success.   A high-performing Secretary is a positive reflection of the University’s governance, demonstrating its potential for excellence. However, for a secretary to truly succeed, it is essential to cultivate the right culture, skill set, and structures.

Even with all these things in place, I think the role of the Secretary has become truly a test of character and resilience and “not a role for the faint-hearted”.   The Secretary must provide the critical stability to maintain alignment of the Board during times of crisis and must be someone who can be relied upon to do the right thing at the right time for the University.   It is a constantly changing role which demands flexibility and a willingness to adapt.  The role should not be underestimated.

The fact that several secretaries find it difficult to identify their next career move, I believe, is a testament to their dedication and the value they add.

For those seeking more information regarding the duties of a Secretary, the CUC’s Practice Note: The Role of the Secretary to the Board in Universities attempts to offer some valuable insights.

 

Amanda Oliver

Deputy Executive Secretary, CUC