What does the Secretary do?
The smooth running of a club/association depends on the efficiency with which you handle the records, correspondence and other communications. Experienced secretaries will tell you that their duties often expand beyond what is normally expected of them.
The main purpose of the role is that of principal administrator for the club/association. The Secretary carries out or delegates all of the administrative duties that enable the club and its members to function effectively. The Secretary has a pivotal role within the club, with a close involvement in the running of the club.
It is important to know what all other persons are responsible for to ensure the whole club disunited in its work. The role therefore requires the secretary to have good communication skills and a general knowledge of both the playing and non-playing side of the sports club.
The secretary is usually the first person an outsider contacts, and a good secretary is vital to the successful management of any club or association. The secretary is the principle administrative officer and provides the link between the members, the executive committee and outside agencies (eg other associations, leagues, the national governing body, workplaces,the local community and the media).
People interested in a sports club contact the Secretary for information or details about becoming a member, of meetings, events or activities.
The role of secretary is diverse and varied -individuals in this role will often be at the forefront of a mix of duties, all of which are as important as each other. Here is a summary of some of the more typical key tasks:
- Being the first point of contact for all enquiries.
- Representing the club/association at meetings (e.g. Regional Council meetings, local sports league meetings, CSSC Annual Conference).
- Affiliating the club/association to local leagues.
- Dealing with correspondence.
- Organising and booking facilities.
- Organising the club's/association's annual general meeting (AGM).
- Organising and attending all executive committee meetings. Taking and distributing minutes.
- Maintaining accurate records.
- Ensuring action points from meetings have been carried out.
- Organising special events.
- Supporting the club/association with funding applications.
- Collecting and analysing information from the members (e.g. from an end of season feedback form or questionnaire).
Source - runningsports - Quick Guides - The Role of the Secretary
