The Secretary is generally responsible for the administration of the club, arranging meetings and dealing with any administration regarding the club constitution. All correspondence will usually be handled by the Secretary. This includes letting members know about meetings, as well as handling all correspondence to outside bodies via formal letters, emails or social media posts. Please note, emails do not have to be the sole responsbility of the Secretary and be split up between committee members.
You need to be a good communicator and have an eye for organisation. The following is not an exhaustive list of what a good club Secretary should do (and each society will have different expectations of a Secretary) but it gives a good outline of what is expected of you when you are in the role.
- To prepare, in conjunction with the president, the agenda for club/society meetings.
- To ensure that all members are kept informed of dates, times and venues for meetings, giving proper notice as detailed in the society’s constitution. This also applies to meetings conducted online via Zoom or any other online platform.
- To take minutes of meetings and write up all minutes correctly and in good time.
- To report all important correspondence received to the meeting.
- To maintain a “Sederunt” – a register of all member attendance at meetings. Usually, a straightforward sign in sheet that is returned to the secretary will suffice. For online meetings, the Secretary should take a record of all those in attendance.
- To deal with arrangements for visiting speakers/events.
- To take responsibility in organising their membership being displayed on the SRC Website.
Annual General Meeting
The Secretary should: –
- Make arrangements for the club/society AGM, ensuring due notice is given to all members so they are aware of the AGM.
- Give a report at the AGM on the past year’s activity.
- Cirulate Agenda.