The Secretary is responsible for ensuring all information from and for Committee of Management (COM) activities is recorded appropriately and distributed as required to COM members. It is the responsibility of the Secretary to ensure there is a replacement Secretary to handle all tasks if the Secretary cannot attend a meeting.

SPECIFIC TASKS

• Prepare and distribute to all relevant parties, copies of Agenda, Reports
• Take and distribute Minutes of COM and AGM meetings
• Distribute Agenda and Minutes within one week of meeting
• Ensure AGM minutes are signed by Chairperson
• Monitor the frequency of policy reviews. Assist COM members to review and amend policies as needed
• Enter any new decisions or changes of policy as needed
• Maintain policies and ensure they are available to COM members and Centre staff and users
• Record all relevant information and discussion as occurred at Committee Meetings and the AGM. Prepare, store and distribute minutes
• Keep a record of names and contact details of all members (for sending out notices etc).
• Maintain electronic copies of all confirmed & seconded Minutes
• Keep appropriate records in a safe place:
• Copy of the Constitution
• Minutes
• Policy Manual
• Membership registers
• Write any letters and answer any correspondence as directed by the COM. Keep copies of all outgoing correspondence
• Ensure that the Constitution and Annual Report is forwarded to the Office of Fair Trading
• Be familiar with the Constitution of the organisation and know correct meeting procedures
• Monitor the frequency of policy reviews
• Maintain policies and ensure they are available to COM members and Centre staff and users

SKILLS AND PERSONAL ATTRIBUTES:

• Effective negotiation skills
• Excellent communication skills, both verbal and written
• Sound record keeping ability
• Outstanding customer relationship skills
• Excellent skills in the Microsoft suite of packages, including Word & Excel