About the role – Secretary

As the secretary of the executive committee, you will help the chair to keep the committee running smoothly by helping to organise committee meetings, taking minutes, and making sure that the group’s records are kept safely and securely.

If you’re an organised person who enjoys working in a team, you’re ideal for this role – no previous experience is necessary.  This is not a full-time commitment, but you will need to attend around six Executive Committee meetings every year.

 

 Appointment requirements: Must successfully complete the appointment process (including acceptable personal enquiries and acceptance of The Scout Association’s policies).
Training Requirements: Must complete Module 1 within 5 months of full appointment.

The responsibilities of the Secretary include:

  • Provide administrative support to the running of the Executive Committee
  • Act as Secretary for Scout Group
  • Work with the Chair of the Executive Committee to set meeting agendas and arrange meeting logistics for the Executive Committee
  • Taking accurate and accessible minutes of Executive Committee meetings
  • Distributing agendas, minutes and supporting documents for Executive Committee meetings
  • Maintaining accurate records for the administration of the Group, District or County/ Area/Region; including meeting minutes, census details, ownership of property and equipment, insurance and financial information. Ensuring the safety and security of records maintained by the Executive Committee, complying with appropriate legal requirements
  • Communicating with the Executive Committee and relevant Scout Council
  • Support the completion of the Annual Census return
  • Preparing the appropriate administration for the Annual General Meeting, including collating the Annual Report and Accounts for the Annual General Meeting
  • To be a full and active participant in Executive Committee meetings and activities
  • To uphold the responsibilities of an Executive Committee as outlined in The Scout Association’s Policy Organisation and Rules
  • Willingness and eligibility to act as a Charity Trustee for the Group
  • Contribute to the strategic aims and future development of the Group