Secretary Job Description
The role of the Secretary is to support the Chair in ensuring the smooth functioning of the Executive Committee.
In summary, the Secretary is responsible for:
- Maintaining effective records and administration
- Upholding the legal requirements of governing documents, charity law, company law etc (where relevant).
- Communication and correspondence
It is important to note that although the Secretary ensures that these responsibilities are met, much of the work may be delegated to other volunteers.
Given these responsibilities, the Secretary often acts as an information and reference point for the Chair and other committee members: clarifying past practice and decisions; confirming legal requirements; and retrieving relevant documentation.
Main responsibilities of the Secretary
The responsibilities of the Secretary of the Executive Committee are outlined below:
1. Ensuring meetings are effectively organized and minuted
- Liaising with the Chair to plan meetings
- Receiving agenda items from committee members
- Circulating agendas and reports
2. Maintaining effective records and administration
- Keeping up-to-date contact details (i.e. names, addresses and telephone numbers) for the executive committee and ordinary members of the party.
- Filing minutes and reports -
- Compiling lists of names and addresses that are useful to the party, including those of appropriate officials or officers of party organizations.
- Keeping a record of the organization's activities
- Keeping a diary of future activities
- Responding to info@ emails and sending out new member kits
3. Upholding legal requirements
- Acting as custodian of the organization's governing documents
- Checking quorum is present at meetings
- Ensuring elections are in line with stipulated procedures
- Ensuring organization's activities are in line with its objects
- Ensuring all legal requirements are met
4. Communication and correspondence
- Responding to all committee correspondence
- Filing all committee correspondence received and copies of replies sent
- Keeping a record of any of the organization's publications (e.g. leaflets or newsletters) and
- Preparing a report of the organization's activities for the year, for the Annual General Meeting.