Others delegate some of the administrative responsibilities to volunteers outside of the management committee to reduce the burden. The Secretary then ensures that their responsibilities are met, but will have less involvement in actually carrying them out. Each 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.
Always ensure that the role description for your Secretary matches the current dynamics of your organisation.
More on governing documents More on charity law More on company law. Use the links below to access further articles and resources which will help you understand the role of the Secretary and prepare your own role description or person specification:.
If your organisation is incorporated as a limited company e. This post carries greater responsibility than an honorary secretary to ensure that the requirements of Company Law are met.
Is there financial support available towards registration fees? What does the registration fee go towards? Does my child get any kit?
When does the season start? When does the season end? My child wears glasses. How do I find the pitches where my child will be playing? Where is the Bog Meadow pitch? Where is the Ballyman pitch? What about away matches, how do I find out where the game is on? And what does that person do? What on earth is one of those? Does the Club have a Christmas party? Does the Club run a raffle? How does the Club organize itself?
Some secretaries number each resolution and maintain a register of resolutions. This is an effective way of ensuring that the committee keeps on top of its decisions and is seen to be efficient and reliable. Try to avoid reading the minutes in full to the meeting. This gives the members the chance to discuss the accuracy of the minutes as a record. If they are not satisfied, they can agree to amend them and the change should be clearly written in.
The members must not, at this time, reopen discussion on the decisions taken at the previous meeting. They are voting only on the accuracy of the record. If the decisions taken were inappropriate even silly! A good meeting is kept on task and the chairperson has to help make this happen!
In this respect, you and the president may have to lead from the front. Close menu. Main navigation. Page title Intro. Print this page. Internal administration Correspondence You should read and reply to correspondence promptly even if only to acknowledge receiving it and pass it onto the relevant person in the club.
Whatever system you use, you should try to achieve two things: Answer correspondence letters and emails quickly Be on top of all correspondence. Reports Write the annual report and other reports as required. Records Maintain a register of members, life members and sponsors if required.
Key features of the new law Clubs must review and update their club rules as well as introduce a number of changes regarding: Financial reporting Governance Privacy The rules Membership of incorporated associations.
External liaison These are some duties you may be called on to carry out: With other agencies Act as the public officer of your club, or in the absence of a formal public relations officer, project a favourable image and seek support from the public, business circles sponsors and the media. Liaise with officials, coaches, clubs, affiliated bodies, government agencies and committees.
With associations Process transfer applications Enter teams in competitions note: this task may be undertaken by the registrar Represent your organisation at association meetings Obtain association sanction for club events Communicate information between association and club members, such as event or registration deadlines.
Planner Secretaries use various methods for planning their administrative year. Characteristics of an efficient and effective secretary An effective secretary will be the following:. Methodical A laptop or computer is now essential, as is some form of electronic back-up system. The secretary will require computing and computing software knowledge and expertise.
Although much of the paperwork is now electronic, hard copy records are still required, so get a filing cabinet or chest of drawers. This will give you an overview of what is coming up. This is to make sure the club is on track. You will also get to know the parents and players very well, not because you are the debt collector but because that is simply what happens in such a visible position.
Becoming a Secretary is not only a great way to meet everybody in the club, but also a great way to improve your own planning, communication and even financial management skills. This will start from the moment you decide to run for Secretary. There are lots of people who can help, support and show you what to do. This includes past secretaries, or experienced club administrators, friends doing a similar role at another club! Of course one of the most important ways to get the information you need is to become a Sports Community member so you are continually getting the latest news and information.
There are also a number of online training courses in the Sports Community website shop especially for club Secretaries and their committees. You can also recruit people to help you spread the workload; good secretaries will always have at least one assistant secretary, many actually have two.
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