Role description of a Secretary – Region/Nation Committee
Role description of a Secretary – Region/Nation Committee
| Role title
|
Secretary – Region/Nation Committee |
| Tenure
|
Two years with possibility of extension |
| Time commitment
|
Committee meetings, events, AGM
Average two hours per month |
| Main purposes of role
|
• Liaise with Chair to organise committee meetings, agendas, and papers, taking minutes, administration of meetings, and record keeping.
• Co-ordinate and distribute agenda for meetings
• Minute committee meetings and distribute to participants; update action points before next meeting
• Book speakers/session leaders for events
• Liaise with committee members over progress of event planning, designated tasks, etc. • Manage and facilitate the induction and training of new committee members. • Co-ordinate and organise other meetings as required, such as AGMs • Ensure compliance with Association Code of Conduct, GDPR, etc |
| Key tasks
|
• Taking minutes in meetings
• Keeping files of past minutes and reports in the specified BATOD Teams R/N folder
• Informing committee members and BATOD NEO/Admin know when and where the next meeting is and what it is about
• Assist with preparing agendas for meetings with the Chair
• Writing and receiving communications via the specified R/N email address on behalf of the group
• Keeping members informed of what correspondence has been sent out and received
• Keeping BATOD NEO/Admin aware of any membership changes regarding bounce-back emails and email changes informed by the member
• Ensuring membership contacts are deleted once Study Day activities, etc have been completed
|
| Key outcomes
|
1. Timely distribution of meeting details and related paperwork
2. Communication to members and others is timely and in line with BATOD policies, eg GDPR, House style/positive use of language 3. The professional knowledge and experience of the post holder is extended |
| Responsible for staff/equipment | N/A |
| Reporting to
|
Committee/NEO/BATOD Admin |
| Honorarium
|
N/A |
| Recommended knowledge and experience | • Organisational ability
• Experience of team meeting work and procedures. • Minute-taking experience • Good communication and interpersonal skills • Impartiality, fairness, and the ability to respect confidences • Approachable and sensitive to the feelings of others • Well organised and an eye for detail • Ability to work well with the Chair • Good time-keeping |
