Secretary

Main purpose of the Secretary role

The main purpose of the Secretary role is to support the Chair to build effective communication links between the school and the PTA and maintain accurate records.

Roles and Responsibilities:

Summary of the Secretary role:

• Prepare the agenda for meetings and Forums (with the Chair).
• Organise time and venue for meetings and Forums.
• Circulate agenda and any other relevant papers prior to meetings
• Identify outstanding items from previous meeting
• Take minutes at meetings, recording attendance, action points, decisions and proposals.
• Write minutes and have them approved by Chair and either Head teacher/SBM before circulating.
• Maintain PTA records including contact details for the Committee members, minutes of meetings etc.
• Collate a list of Rep contact details at the start of the year and maintain it.
• Attend the PTA Committee Meetings, PTA Forums and PTA Annual General Meeting (AGM) in November. A minimum of 20 people are required for the AGM.
• Update trustee details with the Charity Commission (as appropriate).
• Responsible for keeping up to date the PTA notice board.
• Discuss and vote on funding bids submitted to the PTA

Roles and Responsibilities continued:

• Encourage support and uptake for initiatives such as Easyfundraising/collecting supermarket vouchers, PTA events etc.
• Attend, be involved in and support PTA events
• Promote the community spirit
• Have a cleared DBS check completed through the school
• Additionally, the Secretary may:
• Be a signatory on the PTA Bank Account, if required

Key skills needed for role:

• Proficient in translating discussion into clear minutes
• Calm, friendly and approachable
• Eye for detail and organisational skills.
• Team player.
• Confident
• Efficient
• Good communicator.

For further information please feel free to contact the PTA Chair or the PTA Vice Chair.