This Dairy Company Secretary job description sets out the main duties, qualifications, skills and measures of success for the role, which is also known as Corporate Secretary, Board Secretary, Governance Manager or Co-operative Secretary. Download it free as a Word or PDF template and adapt it for your own vacancy.
| Job title | Dairy Company Secretary |
| Also known as | Corporate Secretary, Board Secretary, Governance Manager, Co-operative Secretary |
| Department | Finance, legal and corporate |
| Reports to | Chair on Board matters, and General Counsel or Chief Executive for day-to-day management |
| Direct reports | Assistant company secretary and governance or member services administrators |
What does a Dairy Company Secretary do?
Makes sure the Board, its committees and the members of a dairy co-operative or company are well served, and that governance meets legal and good-practice standards. Runs Board business, statutory compliance, general meetings and the co-operative member register.
Dairy Company Secretary duties and responsibilities
Board and committee meetings
- Plan the annual Board and committee calendar with the Chair and committee chairs
- Prepare agendas and coordinate clear, timely Board papers
- Attend meetings and record accurate minutes, decisions and actions
- Track actions and matters reserved for the Board
- Support the audit, remuneration, nomination and risk committees
Statutory compliance
- Maintain statutory registers of directors, shareholders, members and charges
- Make statutory filings on time with company and co-operative registries
- Keep the constitution, co-operative rules and subsidiary records up to date
- Manage subsidiary entities and their governance
- Control the execution of formal documents and use of the company seal
AGMs and member meetings
- Organise annual general meetings, special meetings and regional member meetings
- Prepare notices, resolutions and proxy arrangements in line with the rules
- Run elections for farmer-member and independent directors
- Record results and file resolutions after meetings
Co-operative member register
- Maintain the member register, including admissions, transfers and exits
- Check member shareholdings against the milk supply requirements in the rules
- Process share issues, redemptions and transfers with finance
- Answer member queries on membership, shares and voting rights
Governance
- Advise the Board on governance practice, directors' duties and the co-operative rules
- Run director induction, training and the annual Board evaluation
- Maintain the register of directors' interests and support the management of conflicts
- Keep delegations of authority and Board policies up to date
- Support the Board on governance reviews and changes to the rules
Dairy Company Secretary qualifications and experience
Essential
- Recognised governance, legal or accountancy qualification
- Substantial company secretarial experience in a sizeable company or co-operative
- Strong knowledge of company and co-operative law and governance standards
- Experience of supporting a Board and its committees
- Experience of running general meetings and elections
- Excellent minute-taking and drafting skills
Desirable
- Experience in a farmer-owned or member-based co-operative
- Experience of share registers linked to supply or trading
- Experience with Board portal and entity management software
Skills and attributes
- Discretion and integrity
- Accuracy and organisation
- Clear, concise drafting
- Confidence with directors and senior executives
- Tact and patience with members
- Planning to deadlines
How success is measured
- Board papers issued to the agreed timetable
- Statutory filings made on time with no penalties
- Accuracy of the member register and share records
- General meetings and director elections run without successful challenge
- Board evaluation actions completed
Working conditions and safety
Office-based, with attendance at all Board and committee meetings. Travel to member meetings and AGMs, some held in the evening.
- Lead by example on health, safety, food safety and animal welfare
- Uphold the code of conduct and all legal and compliance requirements
- Raise concerns and report incidents promptly
Dairy Company Secretary interview questions
Use these questions to assess candidates for a Dairy Company Secretary role. Each one includes what a good answer shows.
- How do you plan a Board calendar and make sure papers are of good quality?
What a good answer shows: Plans a year ahead with the Chair, sets paper standards and deadlines, and challenges unclear papers. - How do you keep a co-operative member register accurate?
What a good answer shows: Uses clear processes for admissions, transfers and exits, reconciles with milk supply and finance records, and checks regularly. - What makes a good set of Board minutes?
What a good answer shows: Accurate, concise and balanced; records decisions, key discussion, conflicts and actions without verbatim detail. - How do you run a farmer-director election fairly?
What a good answer shows: Follows the rules exactly, communicates clearly, uses independent scrutiny where needed and records results properly. - A member challenges the validity of a resolution at the AGM. How do you handle it?
What a good answer shows: Stays calm, refers to the rules and legal advice, keeps a clear record and advises the Chair. - A Board paper on a major investment arrives late. What do you do?
What a good answer shows: Raises it with the Chair, judges whether directors have enough time, and suggests deferral or an extra briefing. - How do you manage directors' conflicts of interest in a co-operative?
What a good answer shows: Keeps the register current, prompts declarations at every meeting and records how each conflict was managed. - How would you run an annual Board evaluation?
What a good answer shows: Agrees scope with the Chair, uses questionnaires or interviews, reports themes honestly and tracks agreed actions. - How do you build trust with the Chair and directors?
What a good answer shows: Shows discretion, reliability and independence, and gives frank advice even when it is unwelcome. - How do you deal with members who are frustrated by governance decisions?
What a good answer shows: Listens, explains the rules and process clearly, stays neutral and escalates where appropriate.
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Frequently asked questions
Makes sure the Board, its committees and the members of a dairy co-operative or company are well served, and that governance meets legal and good-practice standards. Runs Board business, statutory compliance, general meetings and the co-operative member register.
Employers usually look for: recognised governance, legal or accountancy qualification; substantial company secretarial experience in a sizeable company or co-operative; strong knowledge of company and co-operative law and governance standards.
A Dairy Company Secretary usually reports to the Chair on Board matters, and General Counsel or Chief Executive for day-to-day management. Direct reports typically include assistant company secretary and governance or member services administrators.
Yes. Download the free Word template, add your location, contract and salary details, and adapt the duties to your site. You can then advertise the role on Dairy Jobs.
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