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Responsibilities include:

  • Prepare and document all meetings (including date, time and location)
  • Prepare and distribute the Agenda following consultation with other committee members
  • Distribute minutes of the last meeting and ensure all committee members have the opportunity to read through them prior to their proposed adoption
  • Maintain a complete record of all activities
  • Prepare and send correspondence in accordance with the direction of the President and committee
  • Provide administrative support to the committee in ensuring all relevant association responsibilities are dealt with appropriately
  • Maintenance of the calendar of events
  • Consulting with the President regarding the business to be conducted at each committee meeting and general meeting
  • Unless another member is authorised by the committee to do so, maintaining on behalf of the Association the register of members, committee members and other persons authorised to act on behalf of ASCA and recording in the register any changes in the membership
  • Maintaining on behalf of ASCA an up-to-date copy of the constitution
  • Ensuring the safe custody of the books of ASCA, other than the financial records, financial statements and financial reports, as applicable to ASCA
  • At Meetings
  • Ensure the constitution, all correspondence and other relevant documents are brought meetings
  • Take Minutes – include those present, apologies for absence and all motions tabled – as accurately and specifically as possible –e.g. who tabled the motion, seconder and result of vote. Attention should be paid to where reimbursements for committee members and items of expenditure are concerned.
  • Between Meetings
  • Ensure the minutes of the meeting are typed and circulated to committee members and relevant others.
  • Collect and distribute, as appropriate, all mail (both post and electronic)
  • Attend to correspondence

Relationships

  • Reports to the chairperson and executive committee
  • Liaises with the President as and when required

Accountability

The Secretary is accountable to the President and executive committee