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admin:positions:secretary

Secretary

Last Updated/Approved: 14/12/2012

Summary

The secretary is the chief administrative officer of the club. This person provides the coordinating link between members, the management, and outside agencies.

Responsibilities

The secretary is directly responsible to the president, and the members of the club.

The secretary should:

  • Prepare the agenda for committee meetings in consultation with the president.
  • Make arrangements including venue, date, times for committee meetings.
  • Send adequate notice of the meetings.
  • Collect and collate reports from committee meetings.
  • Take the minutes of committee meetings.
  • Distribute minutes to the committee and the members of the club within two weeks of meetings occurring.
  • Read, reply, and file correspondence promptly.
  • Maintain files of legal documents such as the constitution, leases, and titles.
  • Assist the executive committee in the development of one year operational plans.
  • Assist the committee in the creation, renewal, and approval of policies where needed for good governance.
  • Be subscribed to tua-admin and any other relevant committee and executive email lists.
  • Complete handover interview on entering and exiting position.

Essential Criteria

  • Access to Internet facilities (ie. email and web browsing)
  • Access to word processing and spreadsheet programs.
  • Membership of the club and the AFDA.
  • Strong written and oral communication skills.
  • Ability to work well as part of a team.

Desirable Criteria

Ideally the Secretary is someone who:

  • Can communicate effectively and has good interpersonal skills.
  • Is well organised and self-motivated.
  • Solid understanding of AFDA, TUA, and club operations, rules, and policies where applicable.
  • Is well informed in regards to all of the club's activities.
  • Has previous experience as an administrator at either a national, state, or local level.

Benefits

Once the club has been established (ie. after the first year) some firm benefits to being president should be outlined.

Term of Appointment and Time Commitment Requirements

  • The secretary is elected at the club's AGM and is appointed for a term of 12 months.
  • The estimated time commitment required as the secretary is 5 hours per week.
  • In addition, the Secretary will also be required to attend:
    • quarterly committee meetings (approximately 1 hour in length)
    • the club's AGM (approximately 1 hour in length)
admin/positions/secretary.txt · Last modified: 2014/11/12 00:05 by John Kristensen