The Secretary
This is a vital role in keeping the group running smoothly. Not only is the secretary very often the first point of contact for many people, but the is largely responsible for communication within the group. It is important that the secretary be kept up to date on all the groups’ activities.
As the role of secretary can be quite time consuming, if your committtee is strong enough certain tasks may be divided among other committee members, for example:
- Minutes Secretary
- Social Secretary
- Public Relations Officer
- Newsletter Editor
- Membership Secretary
Main Responsibilities:
1. Keep a record of attendance at meetings
2. Make sure that minutes are ken (including decisions ken, results of votes etc.)
3. Report on any correspondence received
Like the Chairperson, a lot of the Secretary’s’ work is done outside of meetings, for example:
1. Make sure appropriate members know the date, time and venue of meetings
2. Prepare agendas (with chair and other members) and distribute together with relevant minutes to all appropriate members
3. Book venues for meetings and invite guests
4. Write and receive letters on the groups behalf and keep copies
5. Keep a record of committee members names, addresses and ‘phone numbers
6. Keep all members informed of the groups activities
7. Keep copies of all documents produced by the group
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