Brownhills Community Colts- Secretary Role Description

Role Purpose 

The secretary is the primary administrator for the club. The Club Secretary carries out all the administrative duties that enable the club and its members to function effectively. The Club Secretary has an essential role within the club, with a close involvement in the general running of the club. The secretary provides the main point of contact for people within and outside the club on every aspect of the club’s activities.

Role Specifics

 To ensure the committee meetings are run properly

  • To take minutes and produce formal and accurate records of the discussions and decisions at committee meetings

  • Expected to make all arrangements for the meetings including booking venues and arranging for suitable refreshments and any ICTfacilities

  • To prepare the agendas for meetings by liaising with the ‘executive group’ of the committee.

  • To organise the club AGM ensuring all papers are circulated in advance in accordance with the club Constitution

To address all correspondence for the club

  • To receive all mail for the club, and pass to the appropriate committee member or table it at the next meeting

  • To write letters from the club to other clubs and the league

Upholding legal aspects of the club 

  • Acting as custodian of the organisation's governing documents

  • Checking quorum is present at meeting

  • Ensuring elections are in line with stipulated procedures

  • Ensuring clubs activities are in line with its objectives

  • Ensuring charity and FA legal requirements are met

 To maintain records of the club

  • To ensure that all records are maintained

  • To retain all correspondence that gives information or is related to important decisions

  • To retain all historical papers relating to the club

  • To act on behalf of the club when the committee has taken a decision (i.e, seek quotes for equipment)

  • To keep up-to-date contact details (i.e. names, addresses and telephone numbers) for the management committee and (where relevant) ordinary members of the organisation.

  • Filing minutes and reports

  • To compile lists of names and addresses that are useful to the organisation, including those of appropriate officials or officers of voluntary organisations.

  • Keeping a record of the organisation's activities

  • Keeping a diary of future activities

Person Specification - Qualities and Skills Required

  • Effective communication skills

  • Experience of minute taking

  • Methodical, with a good eye for details

  • Be well organised,

  • Bring objectivity to the proceedings;

  • Be able to take accurate notes of meetings;

  • Have knowledge or experience of committee procedures.

The Importance of accurate minute taking

  • · Minutes are the formal and legal record required to record the business of a Club.

  • · Minutes can be used in a court of law and may be used by ‘auditors’ to check that any spending of funds has been authorised and used for what it was intended

  • · Funding bodies may require copies of the minutes to show that the Club agreed to apply for funds

  • · How the minutes are written is very important. It is important to take the notes at the time of the meeting. If necessary write the minutes into a final draft after the meeting

  • · It is helpful when writing minutes to imagine that if you had not been at the meeting would you be able to understand what had happened from reading the minutes

  • · Minutes should be written clearly, in the order that the discussions happened and with enough detail so that it can be easily understood

  • · Minutes should be kept in a book or special folder as a permanent record

  • · After each meeting when the minutes are read, moved as correct, seconded and everyone is happy with them they should be signed off by the Chairperson