Committee roles - secretary

An introduction for new secretarys.

This Information sheet should be read in conjunction with Committee Roles and Responsibilities.

The Secretary is responsible for ensuring that there are effective communication links between committee members and between the association and the school. The Secretary deals with all the correspondence that the association receives and helps the Chair ensure that committee meetings run smoothly.  Building up a good relationship with the school Secretary will help ensure that correspondence, sent to the school, is passed onto your association promptly. With the agreement of the Headteacher, the  Secretary can usually arrange to leave PTA notices with the school Secretary for distribution with school mailings to parents or for distribution via ‘pupil mail’.

As well as dealing with correspondence, following a committee meeting, the Secretary will need to make bookings and other arrangements for forthcoming events. Confirm arrangements made by telephone in writing (by letter or e-mail).  The Secretary will make arrangements for the Annual General Meeting (AGM) and help the Chair prepare the annual report. The Secretary may also co-sign cheques on behalf of the association, along with the Treasurer, Chair or other elected committee member.

Key responsibilities:

• deal with correspondence 
• write up the minutes of meetings
• prepare agendas
• call meetings - giving plenty of notice 
• distribute minutes to all the committee
• make meeting & event arrangements
• keep a record of attendance at meetings
• take notes during meetings
• ensure that enough committee members are present to make the meeting quorate (this number is defined in the constitution) 
• co-sign cheques as required
• write the annual report with the Chair

September 2009
 

This National Confederation of Parent Teacher Associations (NCPTA) information sheet aims to provide clear advice but should only be considered as a general guide.

Further information sheets are available from www.ncpta.org.uk. For more specific advice please contact info@ncpta.org.uk or 01732 375460.

NCPTA 39 Shipbourne Road Tonbridge Kent TN10 3DS t 01732 375460 f 01732 375461 www.ncpta.org.uk.

Registered Charity no 1072833. The NCPTA is a company limited by guarantee and registered in England no 3680271.