– Taking minutes (unless there is a minutes secretary) – Receiving agenda items from committee members – Liaising with the Chair to plan meetings The responsibilities of the Secretary of a Management Committee are outlined below:Įnsuring meetings are effectively organised and minuted (see links below or download: Developing Role Descriptions.) Main responsibilities of the Secretary Always ensure that the role description for your Secretary matches the current dynamics of your organisation. The Secretary then ensures that their responsibilities are met, but will have less involvement in actually carrying them out.Įach Management Committee will have its own way of doing things, and the way in which work is shared out can also depend on the skills, interests or amount of time that a person has to offer. record keeping, taking minutes, filing correspondence, communication of activities etc). Others delegate some of the administrative responsibilities to volunteers outside of the management committee to reduce the burden. a Minutes Secretary, Correspondence Secretary and Membership Secretary).
Some management committees have more than one person with formal responsibility for secretarial tasks (e.g. The Secretary themselves will carry out all these duties and may also take a greater role in the day-to-day administration of the organisation. What this means in practice depends on the style and size of the organisation: Where there are no paid staff members: 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. It is important to note that although the Secretary ensures that these responsibilities are met, much of the work may be delegated to paid staff or volunteers. Upholding the legal requirements of governing documents, charity law, company law, etc.Maintaining effective records and administration.Ensuring meetings are effectively organised and minuted.In summary, the Secretary is responsible for: The role of the Secretary is to support the Chair in ensuring the smooth functioning of the Management Committee.
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