What our Secretaries do
Role description & responsibilities
The role of the secretary is to support the chair in ensuring the smooth functioning of the Committee. In organisations without paid staff, the secretary may take a greater role in the day-to-day administration of the organisation.
The Secretary’s tasks include
Ensure Responsible Administration
Prepare agendas in consultation with the Chair (and chief officer).
- Circulate agendas and any supporting papers in good time.
- Receive agenda items from other committee members.
- Check that quorum is present.
- Minute meetings and circulate the draft minutes to all committee members.
- Ensure that the chair signs the minutes once they have been approved.
- Check that committee members and staff have carried out agreed actions.
- Circulate agendas and minutes of the annual general meeting (AGM) and any special or extraordinary general meetings.
- Ensure up-to-date records are kept of committee membership.
- If a company limited by guarantee, act as company secretary and ensure statutory requirements are met.
- Make Arrangements for Meetings
- Ensure arrangements for meetings are met.
Qualities and Skills Required
- Organisational abilities.
- Experience of committee work and procedures.
- Minute-taking experience (if this is not being delegated to staff).
- Good communication and interpersonal skills.
- Impartiality, fairness and the ability to respect confidences.
- Approachable and sensitive to the feelings of others.
- Well organised and an eye for detail.
- Ability to work well with the Chair.
- Good time-keeping.
The role of Secretary requires an estimated commitment of 2 hours per month
Length of Position: 12 months