Secretary
The key responsibilities of the Secretary are to understand the Club Rules, By Laws, Policies and Procedures, legal and compliance obligations, and ensure the club is run according to these core requirements at all times.
The Secretary is also the club officer responsible for managing, collecting, reviewing and disseminating the club’s information and knowledge (e.g. policies and procedures, position descriptions etc). The Secretary is responsible for collecting all the key club information created and used during the year and previous years and should co-ordinate the handover of the information and knowledge to the incoming committee and relevant volunteers.
The Secretary is expected to:
Act in the best interest of the members at all times
Attend all Committee meetings
Undertake the role in good faith and honesty
If at any stage the Secretary becomes aware of a personal conflict of interest, real or perceived between themselves and the club, they should immediately notify the Club President of the conflict who will immediately inform all other committee members.
Responsibilities
The Secretary is responsible for the administrative tasks of the club including:
Legislative responsibilities
Maintaining the club’s membership database
Meetings
In conjunction with the President, schedule all committee meetings and general meetings (including the annual general meeting) as early as possible
Prepare and circulate, at least 4 days prior to each committee meeting the agenda and supporting reports, including financial reports and any other information required to considered by the committee
Take the meeting Minutes of each committee and general meeting, circulating them within 4 days of the meeting to relevant people.
Prepare and circulate according to the Club Rules, the notice convening the annual general meeting, ensuring all members are invited.
If there are special resolutions to be considered at a general meeting, ensure the special notification requirements under the Club Rules are met.
Maintain the minute book of club committee and general meetings, ensuring the minutes of each meeting are signed by the President confirming they are a true and correct reflection of the meeting
Player and Team Administration
Book venues for training and match day competitions
Communication
Handle all general club correspondence, responding to any correspondence as required
Oversee and co-ordinate the club’s communication strategy, including its website, email newsletters and social media
Be the clubs point of contact for key stakeholders including, local council, local association and peak sports bodies.
Knowledge Management
Maintain a register of the latest version of all club documentation including but not limited to the Club Rules, all policies and procedures, by laws, position descriptions, subcommittee terms of reference, coach and player development plans etc.
Maintain a register of all marketing material relating to the club’s activities (letterhead, logos, posters, brochures etc.)
Ensure that all volunteers update their position descriptions and any operating manuals, policies and procedures and provide the secretary with the updated version prior to the Annual General Meeting.
Co-ordinate the induction training for the incoming committee, sub committees, coaches and volunteers.
End of year hand over
Updating key documents
At the end of each year a key activity of the Secretary will review and revise their position description to ensure it continues to reflect the requirements of the role. The updated Position Description must be included in the club information register prior to the Annual General Meeting each year.
Induction of the incoming Secretary
An important responsibility of outgoing Secretary is to train, mentor and support the incoming Secretary.
Essential Skills and Requirements
Hold or willing to apply for a current volunteer’s “working with children” check
Can communicate effectively
Is well informed of all other tasks — handle bookings and entries, respond to general duties as directed by the club
Has a good working knowledge of the rules of the club and the duties of all office holders and subcommittees
A good understanding of the sporting and competition requirements at local, regional, and higher levels
Unbiased and impartial on all issues
Receptive to change
Dedicated club person