Role of the Secretary

The role of the Secretary

The role of the secretary can vary however the following is a basic guide to a secretary’s job:

> Taking minutes at meetings
> Keeping files and past reports
> Letting people know when and where the next meeting is and what will be covered
> Helping to prepare agendas for meetings with the chairperson
> Writing and receiving letters on behalf of the group
> Keeping members informed of what correspondence has been sent out and received
> Keeping a record of membership
> Keeping a record of important contacts

The exact work of a secretary may vary from organisation to organisation. In larger organisations it may be necessary to divide secretarial tasks between two or three people (such as a minute’s secretary, member secretary or correspondence secretary). Overall it depends upon the size of the organisation, the amount of people available on the committee and what skills are available and what people like doing.