1. Mastering Administration
Introduction to being a Secretary

2. 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

3. 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

4. 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

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

6. 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

7. 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

8. 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

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

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

11. Communication Tools
Website: SU (Sports & Societies) & 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

12. Signatures

13. Useful SU/ Uni contact details
WSU Facebook-
#TeamWorc Facebook-
The Hangar Facebook -
Twitter
Instagram
Snapchat
(Marketing and Communications) -
(Welcome Desk) -
Room bookings