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Committee Role Description – Secretary

  • Craig Franklin
  • 12 November 2019
  • 5 minute read

 

Role of Secretary

 

Overview

The Committee Secretary is primarily responsible for the administrative function of an organisation. They oversee record keeping, correspondence and maintaining important organisational documents. 

 

Desired skills

  • Experience in an administrative role
  • A strong knowledge and understanding of the organisation
  • Good understanding of committee meeting protocol.
  • A structured and organised approach to work
  • Strong verbal and written communication skills
  • Effective when dealing with all types of personality types

 

Responsibilities

  • Manages correspondence received and conveys to committee members 
  • Sends correspondence on behalf of the committee unless allocated to other members 
  • Maintains and files all important documents for the organisation. These may include Licenses, Constitution, Working with Children reports and Meeting Minutes
  • Ensures all compliance documentation is up to date and can be produced when required
  • Accountable for organising committee meetings and advising participants
  • Develops the meeting agenda in consultation with the rest of the committee
  • Responsible for accurately recording the minutes of committee meetings and circulating them to committee members within 7 Days of the meeting 
  • Maintains accurate records of the committee, members of the organisation, and relevant details such as sponsors or life members
  • Responsible for ensuring that committee information is communicated to all relevant people within and outside the organisation 
  • Arrange for the annual report to be composed and printed
  • If there is not a separate role of Public Officer (who is the official point of contact for the organisation), the secretary will normally assume this role.

 

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