Secretary

General Description

The Secretary is the key administration officer for the club. This person provides the link between the club’s members, its executive committee and all outside agencies.

The position is critical to the successful and effective management of the club.

REPORT TO: Chairperson, Committee and Club Financial Members

Accountable for

  1. Mail/Correspondence
    1. Regularly clear the mail box.
    2. Record all inward mail in the clubs mail register.
    3. Prior to committee meetings prepare a list of all correspondence for yourself listing key points for each item – it may be appropriate to list all received correspondence in the Agenda.
    4. Reply, as directed by the committee, promptly to correspondence.
    5. File all correspondence and replies in the clubs records.
  2. Annual General Meeting
    1. Send notice of meeting and agenda to all financial members in line with the club’s rules.
    2. Collect reports from club officials and arrange printing.
    3. Receive nominations for club positions.
    4. Make arrangements for guest speakers.
  3. Meeting Procedures (including minutes)
    1. Preparation and circulation of an appropriate Agenda.
    2. Accurately record the minutes of the meeting including:
      1. Note those present
      2. Note apologies
      3. Note absentees
      4. Following each agenda item record Main points, Key issues, Decisions Made, Reports presented.
      5. Motions must be accurately recorded including Proposer/Seconder.
    3. Circulate minutes to committee members and other approved persons/organisations.
    4. Follow up on action points with the persons concerned.
    5. Diarise, in the club diary, appropriate items.
    6. Where appropriate reply to correspondence in terms of the committees decisions
  4. Maintain an up to date membership register to include names, postal addresses and most importantly email addresses.
  5. Ensure that the club’s details are listed correctly in appropriate directories e.g. telephone directories, ARL Club register.
  6. Manage all external hire of club facilities.
  7. Order and manage club stationary.
  8. Attend /assist with gear purchases as authorised by the committee.
  9. Be available as the first point of contact for the ARL, council, insurance providers and media.
  10. Manage all documentation relating to registrations, transfers and clearances.
  11. Co-ordinate collection and return to the ARL of all team cards.
  12. Arrange for appropriate tradesman to complete any maintenance that falls within the clubs responsibility. If possible/practicable we recommend that the Club appoint a suitably experienced person as “Property Manager” to attend to this requirement.
  13. Maintenance and security of all club records.
  14. Maintaining resources, equipment and security (or liaise with the Property Manager if appropriate):
    1. Telephone access
    2. Fax access
    3. Word processing access
    4. Key register (duplicate keys)
    5. Building procedures
    6. Team equipment lists
  15. Receive and advise affected team managers of cancellations and transfers.
  16. Visibly support the club by attending games on a regular basis.
  17. Actively and positively promote the club in the local community.
  18. Help the club to stay in good working order through the active participation in working bees.
  19. Attend to any other matters as allocated by the Club Committee.
  20. Be available to club members to facilitate communication between the members and the club’s executive.
  21. Regularly review this job description and ensure it remains appropriate and ensure the next person taking over the role is prepared and the transfer is completed smoothly with the minimum of disruption.