Association Secretary - Volunteer
Association Secretary (Volunteer)
Applications Close: Tuesday 16th July 2026 Apply to: Board Chair – Lionel Key [email protected] Position Title: Association Secretary (Volunteer) Responsible to: Board/Management Committee Start Date: Term 3 - 2026 Employment Status: Volunteer Hours of Duty: Estimated less than 1.5 hours per week
Purpose of role
The Association Secretary is the principal administrative officer of the Association and ensures compliance with legal duties under the Associations Incorporation Act QLD. This compliance role is offered as a voluntary role and will provide the opportunity to contribute to the school through the administrative functions of its Association. With managing membership records to ensure currency and accuracy and managing inward and outward communications effectively between the Board, members and external regulatory bodies.
Key Responsibilities
- Membership & Governance Documentation
• Maintain the official Association Membership Register in accordance with the Associations Incorporation Act requirements. • Process applications for new memberships that includes eligibility, verification and receipt processes. • Manage annual membership renewals process in March with current register updates and processing of payments/waivers. • Maintain accurate and current membership database records and contact details. • Administer membership-related correspondence that will include enquires, welcome letters and non-renewal follow-ups. • Provide membership reports, monthly for Board meetings and as requested, to the Board.
- Meeting & Governance Documentation
• Prepare for, attend and take accurate minutes of Association meetings, including annual general meeting (AGM) and general meetings (GM)(estimated 1 to 3 meetings per year) • Ensure AGM and GM minutes are reviewed (by Chair), approved at the following Board meeting, signed by the Chair, and securely filed. • Maintain custody of all official Association records including: o Minutes books / digital minute files o AGM / GM attendance registers & proxy forms o Historical Association secretary records • Prepare and send to Association members, in collaboration with Board Chair and Board Secretary and as per NPSS Constitution requirements, the required AGM or GM-related paperwork (notices, reports compilation, proxy management).
- Statutory & External Compliance
• Act as the principal contact for regulatory bodies and ensure timely lodgement of required documents, including (but not limited to): • Annual Return / Statement with Office of Fair-Trading Queensland (OFT) • ACNC Annual Information Statement • Blue Card Services register updates • Any other required notifications (changes of office bearers, address, rules etc.) • Monitor and advise the Board of upcoming compliance deadlines, including professional development requirements, either statutory or required by NPSS. • Coordinate with the school / relevant external bodies where responsibilities overlap.
- Correspondence and Communication
• Manage incoming and outgoing official Association correspondence (physical & digital)
• Prepare (or assist with preparation of, as required) and send Board communications to members (including meeting notices, AGM or GM papers, Board newsletters etc.)
• Respond to correspondence received from individual members, communicating with the Board Chair and Board Secretary where necessary.
• Maintain an organised correspondence register / filing system (digital)
- Support to the Board Chair
• Provide administrative support to the Boad Chair and Board as requested. • Assist with preparation of Board/Association reports and documents when requested. • Consult and facilitate strong communication with Board Chair, Board Treasurer and Board Secretary. This critical role ensures an effective communication bridge between the Association, relevant Regulators and the Board.
Requirements • Eligibility to work in Australia • Current Blue Card