Roles of the Secretary and Chairperson

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Role of the Secretary

The Secretary has an important role in ensuring that a meeting runs smoothly. The Secretary has duties:

1. Before the meeting

2. On the day of the meetingi. Before the meeting starts

ii. During the meeting

3. After the meeting

Duties before a meeting1. Book venue/accommodation2. Open file for papers needed at meeting3. Draft Notice of Meeting & Agenda for Chairperson’s approval4. Distribute Notice of Meeting and Agenda to members (have

spare copies as backup)

5. Note any apologies6. Check arrangements for refreshments,

audio visual aids, car parking etc

7. Have Attendance Register ready for completion

8. Make sure all stationery (pens, paper etc) availableback to questions

Duties on day of a meeting

1. Inform reception of meeting and list of those attending

2. Put up direction signs to meeting room

3. Check room to ensure layout is suitable, refreshments, audio visual aids are in place.

4. Take all necessary papers, Attendance Register, Agenda and previous Minutes to meeting

5. Greet people on arrival at meeting

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Duties during a meeting

1. Read Minutes of previous meeting, apologies for absence and other correspondence

2. Ensure Chairperson signs Minutes of previous Meeting

3. Assist the Chairperson throughout the meeting

4. Take notes summarising all proceedings so Minutes can be drafted after meeting or Action Minutes as appropriate

5. Check that Attendance Register has been signed by all attending meeting

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Duties after a meeting1. Tidy up room by removing any left papers and inform reception that the meeting is

finished.

2. Draft the Minutes of the Meeting as soon as possible. Check the draft minutes with Chairperson

3. Send out Minutes or prepare them to be sent out with next Notice of Meeting

4. Deal with any correspondence or matters that need to be dealt with as a result of the meeting

5. Start preparing for next meeting!

It all starts again!

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Role of the Chairperson1. To make sure that the meeting is set up

and run according to the rules of the organisation

2. To start the meeting punctually3. To sign the Minutes as a correct record

once all members present at the meeting have agreed

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Role of the Chairperson1. To work consistently through the Agenda

explaining clearly the item being discussed2. To ensure that everyone has the opportunity to

speak and that discussion is kept to the point3. To sum up4. To close or adjourn a meeting formally

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Revision Questions

Try to answer the questions on the next few slides

If you need help to answer them then click on the action button next to each question.

To the questions

Revision Question 1

next question

State 4 duties of a Secretary before a meeting.

Revision Question 2

State 4 duties of a secretary on the day of a meeting.

next question

Revision Question 3

State 4 duties of the secretary during a meeting

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Revision Question 4

State 4 duties of a secretary after a meeting.

next question

Revision Question 5

The Chairperson has an important role to play in ensuring a meeting runs smoothly.

List 5 things a chairperson is responsible for with regards meetings.

next question

THE END