The exact work of the Secretary will vary from organisation to organisation. It is worth having a discussion in your group to agree what the responsibilities of all the Management Committee members should be. This list can be used as a guide to the Secretary's job:
How you organise this work is up to your group to decide. You may want to divide the jobs up amongst a number of people. You could have a minutes secretary, a correspondence secretary, a membership secretary. Or you may want to have a Secretary and Chairperson who work closely together, and share some of these tasks. It just depends on the size of your group, the amount of time people have available, the skills people have, and what people like doing.
Taking minutes is an important part of the job, and can be a bit daunting when you first start.
The basic tasks for the minute-taker are:
Make sure information that comes to you gets passed on, or publicised more widely. Often things for a group are sent to the Secretary and never get any further.
Work closely with other Committee members, particularly the Chair.
A common complaint from Secretaries is that they end up doing everything. Be clear with your Committee about what tasks you will do.
If you start to feel over burdened, talk about it with your Committee, and see if jobs can be shared out more.
The information in this section is reproduced with permission from the Resource Centre website, which offers a wide range of information resources for voluntary and community organisations. Visit the Resource Centre website
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