Risk Assessment and Secretary Training

Secretary Write and send general notices to the society Notifies members about General meetings Liaises with Societies Federation about any changes to membership Assists the Chair in contacting external persons/organisations Assists with event organisation when deemed necessary Communicator Organiser Administrator Administration of the Society Monitors and Manages Society Membership Ensures risk assessments are done for all club activities Keeps minutes of general and committee meetings Room Bookings Ensures Committee Members fulfil their training requirements Assists the chair in applying for Awards Ensure all members sign and read Risk assessments

Risk Assessments Risk Assessment is…… Hazard Risk An action plan of how to deal with hazards and risks A way of ensuring you have a course of action to lessen the impact of any hazards. Anything that can cause harm Equipment, slippery surfaces, drunk students. The chance or likelihood that someone will be harmed by the hazard

Risk Assessments: When to conduct? Before you run a new trip or event Review during the event- were the preventative measures in place sufficient? If any new hazards are identified update the Risk Assessment Review after time (annually) Ensure that current risk assessments are passed onto incoming committees. Consider setting up a Dropbox or buy a Society USB. Keep for 40 years Do not overwrite save a new version

How to start a risk assessment Identify Hazards Decide who might be harmed and how Evaluate severity and likelihood of current risks Evaluate the sufficiency of current precautionary measures Review and Revise

What Risks to include: Concentrate on significant hazards that are likely to happen and could cause significant harm. A.L.A.R.P In reality this means weighing up the cost and the prevention of the risk Hazards Noise Alcohol Electricity Bus Accident Broken Glass Allergic Reactions to food People getting left behind Spilt Drinks- slipping Hazard Fire Extreme Weather Conditions Injuries/Illness

Risk Assessments

Activity Think about an event of trip your society is thinking about organizing. Now think about the biggest liability in your society. Draw up a list of hazards and how you would manage them. Think about an event of trip your society is thinking about organizing. Now think about the biggest liability in your society. Draw up a list of hazards and how you would manage them.

Process for Controlling Risks EliminationRemove the hazard completely if it is seen as too dangerous. SubstitutionUse something less risky ContainingPrevent access to a hazard Reducing Exposure Limit times Training and Supervision Make sure people follow procedures. PPEWear protective equipment for where there is a risk that cannot be controlled in other ways. Welfare Facilities Washing or first aid for quick treatment of injury- prevention is better! Most Effective

Event Planning Event/Trip Planning Initial Event Idea 1 week before the event During the event After the event Things to consider: Timing Cost Logistics Research Seek prior consent for any members aged Ensure you have informed the Societies Administrator of your trip and completed a risk assessment. Ensure members have signed and read the risk assessment. Collect contact info of participants. a passenger list to Societies Administrator at least 5 days before departure. Draw up a trip/event itinerary. Ensure a designated committee member has collected contact numbers. Set a designated meeting place. Travel with a well-stocked first-aid kit. Complete any accident forms Review the risk assessment- were the provisions sufficient? Safely destroy any personal data about members which is no longer necessary.

Agendas Set up a standard agenda Progress Updates Upcoming Milestones Budget Update AOB Get input from the team Fit committee members points around the standard agenda. Start with apologies Recognise who is not at the meeting Send out it advance Best to send agenda at least 3-4 days in advance. Include location and timings Make it as easy as possible for people to attend.

Actions Past Tense Template Have a template! Type up the minutes straight after the meeting

Exceptional Society Secretary Maintains up to date minutes of all committee meetings. Notes 'actions' from committee minutes not purely minutes. Communicates the outcomes of meetings with members in a timely manner. Notifies members 14 days in advance of any General meetings. Monitors and manages the membership of the club. Assists the chair in Societies Award applications. Regularly reviews risk assessments to ensure society activities are being conducted in a safe manner and appropriate preventative measures are being taken. Organises the logistics of society and committee meetings Exceptional Society Secretary

Good Society Secretary Writes and sends communications to all members of the Society. Liaises with the Chair to ensure that all risk assessments are done for society activities and trips. Ensures all relevant members sign risk assessments before participating in a new or external event. Assists the Chair in contacting external bodies or organisations. Notifies members at least 7 days before an AGM. Supports the chair and the committee in any administrative duties. Uploads minutes to the society website and notifies members of any changes to society activities. Books meeting rooms with the Societies Administrator. Good Society Secretary

Poor Society Secretary Keeps illegible minutes. Does not communicate committee meetings with members. Fails to attend regular meetings. Fails to inform members about the society AGM. Does not support the rest of the Society in administrative duties. Disregards risk assessments and fails to inform the Societies President and Administrator about upcoming trips or events. Disorganised and poor communication skills. Poor Society Secretary

ROOM BOOKINGS Room Bookings on Campus – There is now a online form which can be found at The form will go to myself, the Societies President and Room Bookings. The Chair & the Secretary will be the only people able to submit the form. Rooms Bookings will have a list of the chair & secretaries for each society. Room bookings will then notify me & I will let the person who submitted the form that their room booking as been confirmed Room Bookings in the Union - Council Chambers, Board Room etc.. Please Sports Bookings – Where possible we will try to allocate.. There are two facilities outside Ball Park & Games Park Booking Room 1, Fusion etc.. For an event, ideally please come in and the appropriate form can be completed.

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