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

OrganiserAdministrator

• 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 yearsDo 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

riskHazards

Noise Alcohol

ElectricityBus AccidentBroken Glass

Allergic Reactions to foodPeople 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.

Process for Controlling RisksEliminatio

nRemove the hazard completely if it is

seen as too dangerous.

Substitution

Use something less risky

Containing

Prevent access to a hazard

Reducing Exposure

Limit times

Training and

Supervision

Make sure people follow procedures.

PPE Wear 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 Effectiv

e

Event Planning

Event/Trip Planning

Initial Event Idea

1 week before the

event

During the event

After the event

Things to consider:

TimingCost

LogisticsResearchSeek prior

consent for any members aged 16-

18.

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. Email 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 formsReview the risk

assessment- were the provisions

sufficient? Safely destroy any

personal data about members

which is no longer necessary.

AgendasSet 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 meetingSend 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.

ActionsPast TenseTemplate

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.

PoorSociety

Secretary

ROOM BOOKINGS• Room Bookings on Campus – There is now a online form

which can be found at http://www.lsu.co.uk/societies/room_booking/

• 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 email reception@lsu.co.uk

• 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.

Any Questions?