WCAODS Role Descriptions

Assistant Secretary

Committee Member

This role is a Committee Member

Brief Description

Takes the minutes for all Committee Meetings and deputises for the Secretary when necessary.

Knowledge

Familiarity with the society’s Constitution
Organisational skills
Familiarity with word processing software

Responsibilities

Arrange all Committee meetings and take the minutes
Arrange the AGM and take the minutes
Be available to assist the Secretary whenever necessary
Fulfil any of the duties of the Secretary, in the event of them not being available. To this end, have full access to any society accounts with licence holders
In the absence of a Membership Secretary, undertake their duties as well

Role signed off

Role is signed off by Committee

Processes

Date	Process
	Before Committee meeting		Book room for the next Committee meeting and send out agenda to all Committee members. Invite any non-Committee member to the meeting if any agenda items relate specifically to them. Deputise for the Secretary if they cannot attend a Committee meeting.
	Monthly		Ensure all necessary information, including any correspondence received, is available at the Committee meeting. Attend Committee Meetings, take the meeting minutes and participate in meeting discussions.
	After Committee meeting		Type up meeting minutes as soon as possible and circulate to Committee members for approval. Once ratified by the Committee, arrange publication of meeting minutes to members. Ensure any Committee member absent from the meeting is notified of any decision affecting them.
	Before AGM		Book room for AGM. Send out agenda, minutes of last year and any other relevant information to all members.
	AGM		Take minutes of the AGM, including any new appointments of society officials.
	After AGM		Type up minutes as soon as possible and arrange publication to the members. Ensure that any new appointed official of the society has been fully informed of their responsibilities.