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Committee Role Description – Secretary

 

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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  • President
  • Vice President
  • Treasurer
  • Secretary
  • Committee Member
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