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If the President represents the face of the board, the Secretary is the heart. The Secretary of a Sub-Branch plays a critical role in fostering the communications of the Sub-Branch. The Secretary has wide-ranging responsibilities, requiring much more than simply being present at all board meetings. They are an active conduit for communication by giving proper notice of any meetings and timely distribution of materials such as agendas and meeting minutes. Additionally, the Secretary should be knowledgeable of the Sub-Branch’s records and related materials, providing advice and resources to the board on topics such as governance issues, amendments to any laws, and the like, that will assist the Board of the Sub-Branch in fulfilling their duties. As the custodian of the Sub-Branch’s records, the Secretary is responsible for maintaining accurate documentation and meeting any legal requirements such as annual filing deadlines. The Secretary is responsible for reviewing and updating documents as necessary and ensuring all documents are safely stored and readily accessible. It is essential that the Secretary understands and fulfils their responsibilities.

  • Maintains and manages the administration of the Sub-Branch
  • Ensures good communication
  • Responsible for drafting and disseminating any letters or correspondence as directed by the Board
  • Be familiar with the Constitution of the Sub-Branch and the State Branch
  • The Secretary should also be aware of other laws applicable to the Sub-Branch and work with the President and other members of the Board to ensure the Sub-Branch is complying with those laws
  • Manages the Membership register
  • Organises meetings in consultation with the President
  • Takes the minutes of meetings, noting key issues, discussion points and decisions
  • Ensuring minutes are signed
  • Making copies of minutes available for inspection within 28 days of meetings
  • Custodian of all records of the Sub-Branch
  • Identify, complete and lodge Applications for Grants as they become available and submit consequent Acquittal Reports as required You will need to be proficient in computer software. There is a mobile phone and laptop available with the position.