Breed Society Secretary Job Vacancy – Closing date 16th August 2023


Closing date for applications: 16 August 2023

Location: Garbh Allt House, Maidenplain Place, Aberuthven, Perthshire PH3 1EL
Part Time: 30 hours per week (Preferred core hours Monday - Friday 10-4 - negotiable)
Salary: Negotiable (dependant on experience)
Benefits: 25 days paid annual leave (pro rata)


The Highland Pony Society is looking for an enthusiastic, proactive individual who is able to work independently and as part of a team, and who will uphold the high standards of the Society.



The Secretary reports to The Highland Pony Society Council and is responsible for the day to day running and administration of the Society.


Essential Skills

  • Good oral & written communication skills, including strong minute taking skills
  • Good organisational skills
  • Ability to prioritise and manage own workload, work to operating plans, meet deadlines
  • Experience in the use of MS Office Word and Excel and social media
  • Good attention to detail, ability to disseminate and collate information effectively
  • Good customer service and customer relationship management skills


At the Highland Pony Society, we value the differences that a diverse workforce brings, representative of our society and clients. We are committed to providing a work environment where colleagues, regardless of identity, background, or circumstance, feel respected as individuals and feel that they can achieve their full potential and work in a safe, supportive, and inclusive environment.


How to apply

Please email us at with your CV and covering letter outlining your skills and experience as well as why you would be a good fit for this role. Your application should include the names and contact information of two referees who will only be contacted if you are successful at interview.



The Secretary reports to The Highland Pony Society Council and is responsible for the day to day running and administration of the Society which includes:


Customer Service/Customer Care/Member Services

  • Answer general enquiries on behalf of the Society
  • Attend meetings and events as a representative of the Society, as required
  • Actively promote membership and the work of the Society
  • Work with key Society stakeholders e.g. shows, grant awarding bodies
  • Manage Society’s sales and stock of merchandising

Record Keeping

  • Maintain accurate membership records in line with GDPR requirements
  • Accurately maintain the Society’s Pony database
  • Maintain Judges’ Lists & Records
  • Ensure updates made to Central Prefix Register


  • Give notice of and prepare agendas and any necessary supporting documentation for Society meetings
  • Attend Society meetings and produce accurate minutes

Regulatory Knowledge & Compliance

  • Support the Society in complying with relevant in force legislation and regulation including but not limited to Companies Act 2006, Charities and Trustee Investment (Scotland) Act 2005, Minimum Operating Standards for Passport Issuing Organisations and GDPR (training will be given)
  • Support the Society to prepare for any applicable regulatory change or change in guidance to ensure compliance

Governance & Controls

  • Ensure standard operating procedures and policies are in place and maintained
  • Ensure adequate financial controls are in place and maintained
  • Ensure all Society online information and forms are up to date at all times

Financial Records

  • Maintain accurate financial records using the Society’s accounting system (SAGE)
  • Work with the Society’s appointed accountant to ensure accurate preparation of annual accounts
  • Present financial information to Council


  • Society Diary Management
  • Ensure the maintenance and cleanliness of Garbh Alt House
  • Ensure relevant insurances/utilities are in place and the Society is getting the best value by obtaining quotes when renewals are due

Society Publications & Social Media

  • Support production of Society communications and publications

Event Organisation

  • Support organisation all events run by the Society e.g. AGM, Dinner Dance, Breed Show


  • Manage the resources of the Society