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