GOVERNMENT GENERAL SERVICES UNION PREPARING MANAGEMENT SUPPORT OFFICERS FOR OFFICE MANAGEMENT ASSISTANT PRESENTED BY F K YARROO MINISTRY OF HEALTH AND QUALITY OF LIFE (5754 6786) SEPTEMBER 2017

SECRETARIAL DUTIES

WHAT IS A COMMITTEE A Committee may be defined as the meeting of two or more persons with the objective of sharing ideas and discussing issues which are common to them. A Committee, therefore, is basically a forum, a meeting place where people from different Ministries/ Departments / Quarters (can be within the same Unit/ Department/ Ministry as well) sit round a table (can be standing position) and try to put heads together to thrash out issues in which they all have interest.

COMPOSITION OF A COMMITTEE Terms of Reference ( Purpose) Chairperson – Main role is to conduct the Committee – President Secretary – Important element in the management of a Committee. Members – Depending on the nature of the Committee – are important because they have significant contribution to make to the Committee. (cont)

COMPOSITION OF A COMMITTEE (cont) Rules and regulations on how to conduct the meeting are important because they allow the Committee to be conducted and managed in a fair and effective manner. Physical Arrangement – Important because it represents the back-up facilities so that the Committee may meet in the best possible conditions – for e.g venue, refreshments, ventilation and light. Minutes and records – i.e the written records of what happened in the Committee – Notes of meeting.

IMPORTANT ELEMENTS IN MANAGEMENT OF COMMITTEES Letter of convocation - It represents the formal invitation sent to persons who are eligible to attend the Committee Agenda- the list of items to be transacted Physical Arrangements - refer to the set up at the venue where the meeting is to be held. (cont)

IMPORTANT ELEMENTS IN MANAGEMENT OF COMMITTEES (cont) Quorum - the minimum number of persons which should be present in a Committee to allow the Committee to meet and take a decision Notes of meeting- (Minutes of proceedings) - a written record of what happens in a Committee Follow-up action - refers to all the measures, steps taken as a result of what the Committee has decided

QUALITIES OF A SECRETARY Conversant - with the procedures of a Committee and with the matters to be discussed Resourcefulness - should be in a position to work under pressure and to face difficult and embarrassing situations Interpersonal Skills - should possess interpersonal skills in the sense that he should know how to talk and mingle with people Communication skills - should have a good standard of communication both oral and written Personality - a person who inspires confidence and whom the Committee members can trust for confidentiality Reliability - a person conscious of his responsibilities and duties and on whom the committee members can rely

ROLE OF THE SECRETARY Planner- In fact he plans everything right from the beginning of the Committee. Organiser- He is the mastermind in that he is behind the organization of the Committee in terms of physical arrangements and logistic support. Coordinator - He coordinates the various activities of the meeting. Facilitator- Basically his role is to facilitate the working of the Committee. (cont)

ROLE OF THE SECRETARY (cont) Link-Person- He makes the bridge among the different members of the Committee. Communicator- He communicates decisions and information to the members. Follow-up- He ensures that follow-up action are taken. Record-Keeper- He ensures that all documents and records of the Committee are kept safely and in security.

Duties of the secretary Before the meeting: Ensure that all detailed preparations are completed for the smooth conduct of the meeting During the meeting Assist the chairperson to follow the agenda Help any member in need Take notes of the meeting for documentation After the meeting Prepare note of meeting Ensure follow up

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