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Secretary Training Being a super secretary for your society!

Give [the number rolled] of random facts about yourself being a secretary icebreaker Role the dice! Give [the number rolled] of random facts about yourself

being a secretary what am I expected to do? Discuss in pairs what you feel are the main responsibilities of being a secretary within your society Write on board

being a secretary what am I expected to do? Keep your club/society page on the website, social media accounts and email inbox up to date and organised Make sure information is circulated among your members – you’ll be the keeper of the email accounts! Book rooms for meetings and events and make sure your members know when and where they are and make sure you have a risk assessment Liaise with the Union about any external speakers you want to invite Market your events Organise storage for your society Take minutes at your meetings (keep note of general agreements made)

your members

your members how many do we have? Do you know how many members you have at the moment? You can see your member list on the website. You need to have 20 members to remain a society.

your members get talking! Your members aren’t going to know what’s going on unless you tell them Make sure for every event/meeting you a) email through the website b) post on social media c) create the event on the SU website d) tell people of the next event at the end of the current one We can help you get the message out to other students with posters and tweets Make sure you pass on union communications about your society to all your committee members

your members social media

events

events let us know If you want to put on an event or trip (and you should!) it is your responsibility to make sure we know about it Ensure deadlines and responsibilities are written down during the meeting to prevent conflict later on! How do I book rooms and communicate with members?! Rooms should always be booked through here with a minimum of 3 working days notice: https://www.uea.su/opportunities/room-bookings/

events things to consider Give members plenty of notice about the event using different forms of communication Make sure people buy tickets or sign up Fill in a risk assessment Book your rooms/travel Make sure everything is paid for Talk to us to find out what you need to fill in (trip permission forms, UEA booking forms)

agendas & minutes

events Keeping your society’s records You should have at least one AGM a year, recommend one per semester Don’t have to be formal, good to make notes when informal as well! You’ll be organising meetings and making sure people know when they are If agendas or minutes need to be written, that will be your job! You’ll send these to your members/committee when needed

agendas & minutes Pink post its: Before the meeting your responsibilities when it comes to meetings Pink post its: Before the meeting Green post its: During the meeting Yellow post its: After the meeting

agendas & minutes your responsibilities when it comes to meetings

resolving conflict

resolving conflict Keeping your society’s records You have one of the most important roles in preventing conflict within your committee Make sure all details of agreements are written down in some form with dates, especially action points! The president may need these to help identify if a problem is arising

storage

storage and inventory lockers Do you know how much stuff your society is going to have? Where are you going to keep it all? We have a limited number of lockers available for use If you have very expensive or large equipment, please let us know so we can help you take care of it! Please keep a list of what your society owns so the next years committee members know!

the app

the app eXpense365 One of your responsibilities as part of the main 3 committee members is to approve all payments from your society account Reimbursements are done through the app You can download it for android and IOS Ask your treasurer for more detailed information about invoices etc. All information about finance is found in the Finance section in the committee hub on the website

useful contacts

useful contacts opportunities department

useful contacts other departments

useful contacts other departments

career central

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