The secretary’s primary role is to take general responsibility for certain administrative tasks which the Management Committee is required to carry out.
Duties:
- Keep a register of members convening meetings.
- Booking rooms.
- Dealing with correspondence.
- Be familiar with the Constitution of the organisation and know correct meeting procedures.
- Assist the President to prepare and collate Agenda for meetings.
- Ensure back-up information is available at meetings where the topics to be discussed require it.
- Taking accurate minutes of meetings.
- Distribute Agenda and Minutes within one week of meeting.
- Ensure there is a replacement Secretary to handle all tasks if the Secretary cannot attend a meeting.
- Keep a record of names of all committee members (for sending out notices, etc.).
- Maintain a file of all signed, original copies of Minutes.
- Keep appropriate records in a safe place:
- Copy of the Constitution
- Minute File
- Policy manual
- Correspondence file - Compile an annual report in collaboration with the President.
- Send out notice, and proxy forms, for the Annual General Meeting.
- Take minutes at the Annual General Meeting.
- Enter any new decisions or changes of policy in the policy manual.
- Notify Department of Fair Trading of any changes to the constitution.
- Care of the common seal.
POSAA Volunteers have these attributes:
- Diversity awareness – recognises and appreciates team and organisational diversity
- Integrity – maintains high ethical standards and is trustworthy
- Interpersonal sensitivity – shows consideration and respect for others and their views
- Team-work– cooperates and works well with others in pursuit of team goals
- Resilience – able to maintain good spirits even in adversity
- Adaptability – adapts to changing work environments and demands
- Organisational awareness – protects and encourages the achievement of organisational goals
- Drive - enthusiastic and committed