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.

Time Commitment

The role of Secretary requires an estimated commitment of 2 hours per month

Length of Position: 12 months