Mastering Administration Introduction to being a Secretary

Aim of Today Role of the Secretary Key tasks of a Secretary Qualities & skills Data Protection and how it applies to you Good communication Summary

Define the role & tasks of a Secretary Activity Define the role & tasks of a Secretary Read through the post it notes and talk about the role of a secretary. Covering the following: The secretary of the club/society is the key information and reference point for the chair, committee members and members as well as the named contact for communications with the Students’ Union, University and external organisations. Main duties   Liaise with the chair to plan meetings Compile agendas, circulate agendas, reports and minutes to committee members Keep up-to-date contact details of club/society members and regularly check membership lists with the Students’ Union’s Sports/Societies Coordinators Keep up-to-date details of key external contacts, such as coaches, University facilities etc Ensure that accurate records of the club/society’s activities are kept, including meetings, events, fixtures etc are kept and are forwarded to the Vice President Student Activities and the Sports/Societies Coordinators Deal with correspondence to and from the club/society and maintain and update the club/society’s minisite on the SU’s website Take the lead on communicating with members and ensuring that members have the opportunity to communicate back Be familiar with the constitution of the club/society, any club rules and committee procedures and also the constitution, byelaws and regulations of Worcester Students’ Union and be responsible for ensuring that the club/society complies with these Take responsibility for ensuring that the club/society’s equipment, materials and kit is safely and securely stored and is maintained in an appropriate manner Communicate regularly and efficiently with the Students’ Union, including keeping the Sports/Societies Coordinators informed of activities, including match scores where appropriate

Secretary Key Tasks Keep up-to-date details of key external contacts Plan meetings, compile agendas, reports & minutes to committee members Ensure the club/society complies with the SU byelaws and regs Secretary Key Tasks The backbone of your society/club Keep accurate records of all club/societies activities Ensure that the club/society’s materials, equipment & kit is safely stored and that Health & safety good practice is adhered to Familiarise yourself with the club/societies constitution and any club rules & procedures Lead on communication to and from the club Check membership lists through the SU website Maintain the club/societies SU mini site

Qualities and Skills Activity What qualities and skills does a secretary need to fulfil these tasks?

Qualities and Skills Enthusiastic Able to maintain confidentiality Responsible & accountable Good Communicator Methodical Good ICT skills Reliable & able to make time commitment Attention to detail Organised Able to delegate

This applies to you as secretaries! Data Protection Act 1998 This applies to you as secretaries! The Data Protection Act controls how your personal information is used by organisations, businesses or the government. Everyone who is responsible for using data has to follow strict rules called ‘data protection principles’. They must make sure the information is: Used fairly and lawfully Used for limited, specifically stated purposes Kept for no longer than is absolutely necessary Handled according to people’s data protection rights Kept safe and secure Not transferred outside the UK without adequate protection There is stronger legal protection for more sensitive information, such as: Ethnic background Political opinions Religious beliefs Health Sexual health Criminal records

Communication Communication is Key! Communication is a Two-Way Street Communication and activity   Communication is key to a successful Club/Society – make sure all your members know what’s happening Ensure you know what tools you have available to help you communicate to your membership e.g Website/Social Networks Keep things simple – Don’t overload communications to your members, get the key points across Communicate with other committee members – share ideas and good working practices Don’t forget to keep the Students’ Union updated with any events/activities you are planning as we will be able to assist you and ensure you have completed all relevant paperwork The Students’ Union Your members

Activity What is good communication? How would you respond to this?

Activity Recap Who do you need to communicate with? What communication tools would you use? Email signatures

Communication Tools Website: SU (Sports & Societies) https://www.worcsu.com/sports_activities/ & on your events and news page Message centre: on the SU website Online: Social media, tag us in posts Print: Posters/flyers Magazine: Worc Hard Play Hard Book a stall in the SU

Email Signatures

Useful SU/ Uni contact details WSU Facebook- https://www.facebook.com/worcestersu/ #TeamWorc Facebook- https://www.facebook.com/wsu.teamworc/ The Hangar Facebook - https://www.facebook.com/TheHangarSU/ Twitter - @WorcesterSU Instagram - @worcsu Snapchat - @worcsu Email (Marketing and Communications) - sucommunications@worc.ac.uk Email (Welcome Desk) - studentsunion@worc.ac.uk Room bookings studenttimetabling@worc.ac.uk