The role of the assistant secretary is to support secretary to support the chair in ensuring the smooth functioning of the Management Committee. In Societies without paid staff, the assistant secretary may take a greater role in the day-to-day administration of the Society.

a. Coordinate all activities pertaining to meetings of the Society
b. Notify all members of the Date, Time and location for all meetings.
c. Record, maintain and distribute to members copies of minutes of all meetings
d. Maintain all relevant documents and communications to and from the Society
e. Communicate all activities organized or sponsored by the Society to all members.

Roles and Responsibilities

The Assistant Secretary’s tasks include:

1. Ensure Responsible Administration

2. To prepare agendas in consultation with the Chair (and chief officer). To circulate agendas and any supporting papers in good time.

3. To receive agenda items from other committee members.

4. To check that quorum is present.

5. To minute meetings and circulate the draft minutes to all committee members. To ensure that the chair signs the minutes once they have been approved.

6. To check that committee members and staff have carried out action(s) agreed.

7. To circulate agendas and minutes of the annual general meeting (AGM) and any special or extraordinary general meetings.

8. To ensure up-to-date records are kept of committee membership.

If a company limited by guarantee, act as company secretary and ensure statutory requirements are met.

In a charity, to ensure that the charity complies with the requirements of the Charity Commission in terms of registration, reporting, changes to governing documents and directors etc.

Make Arrangements for Meetings

To ensure arrangements for meetings are met (booking the room, arranging for equipment and refreshments, organising facilities for those with special needs, etc).

Other Duties

To sit on appraisal, recruitment and disciplinary panels as required.