Role description – Secretary – West Pennine Villages u3a

To outline the role and responsibilities of a Secretary, sometimes referred to as a Business Secretary.

To support the Chair in ensuring the smooth running of the board of Trustees (the committee).
To take overall responsibility for the day to day administration of the u3a.
To deal with all correspondence and the circulation of information.
To ensure meetings are effectively organised and minuted.
To maintain effective records.
To act as an information and reference point for all members of the committee.

To receive agenda items from committee members.
To liaise with the chair to compile committee meeting agendas and agree supporting paperwork and to circulate with the draft minutes in good time.
To ensure a quorum is present at each committee meeting.
To ensure the minutes of the previous committee meeting are approved.
To ensure any queries/comments/complaints from members are considered by the committee.
To produce the AGM agenda and supporting paperwork in consultation with the committee for circulation to the members.
To help to organise the AGM checking the meeting is quorate before commencing and that all stipulated procedures are adhered to.
To take minutes at business meetings.
To organise meetings.

To stay up to date with information, policy and procedural changes and legislative requirements as advised by u3a Office.
To disseminate any mailings or information from u3a Office to the committee – as required.
To liaise with trustees to complete and return administrative documents from u3a Office and from the charity regulatory authorities, if applicable.
To notify u3a Office of all relevant changes on the committee.
To maintain a file of accident reports.
To renew the CLA licence, if required.
To contact u3a Office with insurance queries or potential claims.
To assist the Chair with the production of the annual report for the AGM.

To respond to incoming correspondence, consulting with the committee where necessary.
To write letters on behalf of the u3a as directed by the committee.
To keep a log of all incoming and outgoing correspondence for committee perusal.

To act as the custodian of the u3a’s constitution and the relevant policies and procedures.
To develop an efficient and secure system for storing u3a information.
To maintain an archive of important documents e.g. AGM minutes, annual reports, past committee meeting minutes – as agreed.

To receive mailings from the u3a Office and to communicate the information to the members of the committee and u3a members as appropriate.
To make approved committee meeting minutes available to any u3a member who requests them and/or make them available via the u3a website.