Secretary role advice

[PeterH]

As the new secretary of my Soc - I need some assistance..

What systems do you guys use?
What is the invaluable advice you were given when you started?
What is the key work you do?
What is the worst part ?

I know every Soc might be different - but i am getting nowhere asking the previous Sec and haven't even been handed over the current pile of paper yet...

Any advice useful

 

[Mini P]

I think as long as you are organised, you should do well.

You can't please everyone

Well done on your appointment

 

[OB..]

You have two central roles:
(1) You write and distribute the minutes of meetings. My advice is to write up your notes as soon afterwards as you can, otherwise you forget what a particular squiggle was meant to be. And spell people's names correctly, because that is the one thing they are certain to pick up.
(2) You are the society post box. You will spend a lot of time redirecting missives to the proper person.

Other jobs depend on how your society works. I am sure the committee will tell you (but don't believe everything they say - "The last secretary always used to buy the beer ..." NOT.)

 

[Simon Thomas]

Peter

Key things are communication lines, Society admin and reporting. Ask you Chairman for the role specification. If you send me your email addy (can't message you on here as you don't take messages) I will send you our Operating Plan that has all that sort of thing in it.

Or ask Paul Renton at RFU - part of his role is to help you.

First thing is to make sure RFU has correct names and contact details of your new Committee right now, don't wait. So get that part of Rugby First up to date and then make sure the rest of it ok too - check CRB list is right.

Also make sure your Society web site is updated, any other contact lists, Federation Sec, tell CB Secretary and hence clubs should know who is new Society secretary.

You will receive a lot of RFU and County mail, folks asking for info, sending complaints etc etc - ping on to the correct portfolio holder on the Committee, or for general info.

You have to Committee meeting minutes, attendance lists at training meetings, etc - as decided by your Committee, so ask them.

 

[Phil E]

The Role Specification for our secretary is posted on our website, so I see no reason not to reproduce it here:

1. To keep records of all members of the Society.
2. To act as the Society CRB Administrator or find a suitable replacement.
3. To receive, distribute and maintain all Society correspondence.
4. To provide such Society details as required by the RFU and the Federated Society
5. To maintain stocks of relevant RFU forms and publications.
6. To call the AGM and notify as per the Society Constitution..
7. To be responsible for the distribution of the Society Constitution to members
8. To produce a record of AGM and Executive committee meetings or find a suitable replacement in his/her absence.
9. To attend such meetings and conventions as required by the Executive Committee.
10. To advise the Treasurer of secretarial running costs, as required, and prepare a annual estimate for the Annual budget approval.
11. Ensure that Society Policies are reviewed annually. Any revisions to be agreed by the Executive Committee.
12. Review own Role Specification in light of seasons experience and propose changes, if any, to Chairman.
13. To help identify and train the next person for this post
14. To ensure that the activities of the Society are carried out in accordance with its Constitution and Policies and the Rugby Football Union

 

[Simon Thomas]

that looks very similar to our's and I suspect came from the same RFU Society Managers Conference kit ! :biggrin:

 

[OB..]

We have a separate CRB administrator, since it is a pretty demanding, specialist job.

 

[Simon Thomas]

Likewise in Hampshire - the CRB officer is different person (quite big job and we think it should be independent of rest of Committee), but Sec is responsible for making the RFirst and Society memberships details correlate.

 

[Dixie]

I can't tell you much about the role in Berkshire, as it has been done very efficiently by the same person ever since I've been involved. I receive emails from her, usually passing on law changes or telling me about Society meetings; she is at most Society training meetings, where she passes around an attendance list and badgers people to sign it; she does the admin for AGM's, and I'm sure also for Committee meetings, though I can't speak to that aspect, never having put myself forward for election to such. She's not a ref, but values the work of the Society and enjoys playing a pivotal role in making it work. I do know she doesn't get enough thanks for what she does.

 

[PeterH]

thanks all

will enquire who went to the Soc Mgr conf and what they have too...
:chin:

 

[Adam]

It's bad that I've been doing revision or the GI tract so much that I read this thread as secretory role advice.

 

[PeterH]

:wow: