Mastering Administration Secretary Training

Icebreaker

Training Overview Define the role of the secretary Identify tasks of the secretary Qualities & Skills Administration Communication Data Protection Accounts Writing s

Define the role of a Secretary

Secretary The backbone of your society/club! Effective administration Proactive team member Delegating tasks to other committee members Support in organising meetings, events and admin Ensuring documentation is correct (constitution, minutes, agenda) Communicating information to members and the SU Supporting and leading in completing paperwork Providing minutes for AGM/EGM/ meetings Update and maintain mini-sites

Regular Tasks What do I do?  Support with arranging meetings and taking minutes, including AGMs and EGMs  Replying to enquiries  Updating Club/Society information online  Maintaining accurate records including information about members  Comply with Data Protection Act  Support with organising events  Representing the Club/Society at meetings e.g Zone/Student Council  Check pigeon holes at the Students’ Union  Entering Non BUCS competitions and leagues (AU)  Booking rooms and facilities  Booking match officials/umpires (AU)

Activity Qualities & Skills

Qualities and Skills Building Blocks of a Great Secretary Methodical and reliable Good communicator Good management skills Impartiality Awareness of constitutional and legal requirements Applies tact and discretion Excellent organisational skills Ability to maintain confidentiality Good administration skills

Managing Data 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 to a successful Club/Society – make sure all your members know what’s happening.  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.

Activity Good vs. Bad Communication Your Club/Society have arranged a social event at a city centre bar but on the day of the event the bar advises you that they have double booked! As your Club/Society Secretary how are you going to communicate that the event has been cancelled at such late notice to your members?

Responding to Communication As a Secretary you are responsible for your club/society account (udsu.org.uk). enquires may need to be passed onto other committee members for their input. You must ensure that all inbound communication is acknowledged and dealt with appropriately. Ensure the accounts are being checked regularly throughout the year. When responding to messages ensure you are professional, respectful and polite. If you are not sure how to respond to a message then please liaise with your committee for support. If you are still unsure contact the Students’ Union.

Accessing your udsu.org.uk Each student group is granted account to use for all official communication from the committee. To access your account please go to and click on link. Enter your username (your without e.g. belgian.soc or rugby.league) and password. The system uses outlook just like your Unimail. Please do not attempt to change your password as this will lock you out of the system.

Writing professional s Tips for composing a professional Fill in the subject line with a relevant topic (Don't just write please read or Important as this may come across as Spam and be ignored) Don't use all capitals (No shouting!) Avoid text speak e.g. abbreviations and acronyms – LOL, YOLO Be Polite Edit and proof read before sending the Reply promptly to messages. If you need to find out additional information please send a short message to update the sender Set up a signature block for your position within the committee e.g... Kind Regards John Smith Secretary University of Derby Darts Club

Communication Tools Tools for the Job Website: SU, Team Derby Online: social media Print: posters, flyers Magazines: The Phantom Broadcast: Phantom TV, Phantom Radio Word of mouth Physical presence: Atrium

GOOD LUCK!