Overview:
The secretary’s role is to support the chair in making sure that the committee runs smoothly. They are responsible for the day-to-day administration of the
committee with the support of SARA staff.
A secretary’s tasks include:
Ensuring the administration is effective:
To prepare the meeting agenda in consultation with the chair.
To distribute meeting notices and relevant papers in good time.
To receive agenda items from other committee members.
To make sure that at each meeting the relevant quorate is met.
To make sure that the meetings are minuted.
To circulate draft minutes are circulated to the committee.
To make sure the chair signs the minutes once they have been agreed at the relevant
meeting.
To check that committee members and others are carrying out actions agreed at the
meetings.
To make sure that an up to date list of member is kept.
Make sure the arrangements for meetings are in place
Book the venue.
Book equipment as required.
Organise refreshments.
Confirm guests are aware of venue and will attend.
Other duties:
Develop and/or manage the groups filing system.
Work with other members on group publicity and other documents.
Lead on the arrangements for social and group events, as required.
Advise the chair on governance issues – in particular if a required quorate has not been
achieved at meetings.
Report all correspondence receive to the committee.
Represent the group at other meetings if required.
Quality & Skills required:
Organisational skills
Experience of committee work and procedures
Minute taking experience
Good communication and interpersonal skills
Fairness and the ability to respect confidentiality
Well organised with an eye for detail
Good timekeeping
Ability to work well with chair and committee members
Time commitment:
This will depend on the work the association is involved in and how the role is supported by SARA staff. Generally, 4-6 hours per month is sufficient.
