What is the role of a Secretary?

To be a secretary means organisation, time management and fun with membership lists.

The secretary is generally responsible for the administration of the club, arranging meetings and taking the circulating minutes and matters regarding the constitution. All correspondence will usually be handled by the secretary i.e. letting members know about meetings and handling all correspondence to outside bodies from formal letters to social media, and emails.

You need to be a good communicator and have an eye for organisation. This 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.

Specific Duties

  • 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.
  • 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.
  • To deal with arrangements for visiting speakers/events
  • In the absence of a Membership Secretary, to take responsibility for the signing up and maintenance of members.

Annual General Meeting

The Secretary should: –

  • Make arrangements for club/society meetings, ensuring due notice is given to all members so they are aware of meetings.
  • Give a report to the AGM on the past year’s activity.

A circulated agenda for an Annual General Meeting should, for example, contain a list of all nominations for club/society positions which have been notified in writing to the incumbent Secretary. This information would then be circulated to the entirety of the club or societies membership. Time should also be provided for an officer bearers reports so all members of the club or society are involved with the running of the society