The Secretary is responsible for the administration and governance of the Club and provides essential support to the Executive Committee and Committee Members. The role ensures that the Club maintains accurate records, communicates effectively with members and stakeholders, and meets its constitutional and legal obligations.
Working closely with the President and Treasurer, the Secretary helps ensure the Club operates efficiently and in accordance with its Constitution, regulations and relevant legislation.
Key Responsibilities
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Manage the administration and records of the Club.
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Prepare meeting agendas in conjunction with the Executive Committee.
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Attend Committee meetings, Annual General Meetings and Special General Meetings and maintain accurate minutes and records of proceedings.
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Issue notices of meetings in accordance with the Club Constitution.
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Maintain records of significant correspondence and Club documents.
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Receive and respond to general enquiries and direct matters to the appropriate Committee Member where required.
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Support Committee Members in carrying out their responsibilities.
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In conjunction with the President and Treasurer, ensure the Club complies with its Constitution, regulations and relevant legal and reporting obligations.
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Endorse correspondence, reports and other Club documentation as appropriate.
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Coordinate the preparation of the Club's Annual Report and provide a report for inclusion in the Annual Report.
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Act on behalf of the Club as directed by the Executive Committee.
Administration and Governance
The Secretary plays an important role in maintaining continuity and effective governance by:
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Ensuring records, policies and historical information are maintained and accessible.
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Facilitating effective communication between Committee Members, members and external stakeholders.
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Assisting with the transition and handover of information to incoming Committee Members and volunteers.
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Maintaining records and documentation required under legislation and Club policies, including Working With Children Check information where required.
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Supporting the ongoing efficient operation of the Club.
Attributes and Skills
The Secretary should demonstrate:
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Strong organisational and administrative skills.
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Effective written and verbal communication.
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Attention to detail and the ability to maintain accurate records.
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Good time management and the ability to manage multiple tasks.
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A collaborative approach to working with Committee Members and volunteers.
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A commitment to good governance and the values of the Club.
