Secretary

The Secretary is the chief administration officer of the Barracudas Water Polo Club. This person provides the coordinating link between members, the management committee and outside agencies.

Responsible to:
The Secretary is directly responsible to the President of Barracudas Water Polo Club and its members. It is a member of the Management Committee

Responsibilities and Duties
The Secretary should:

  • Establish a Planning Calendar for the year in consultation with the Committee;
  • Prepare the Agenda for club meetings in consultation with the President;
  • Make arrangements including venue, date, times and hospitality for club meetings;
  • Send adequate notice of the meetings;
  • Collect and collate reports from office bearers;
  • Call for and receive nominations for committees and other positions for the club AGM;
  • Take the Minutes of meetings;
  • Write up the Minutes as soon as possible after the meeting;
  • Read, distribute reply and file correspondence promptly (daily responses required via email account);
  • Collate and arrange the printing of the Annual Report;
  • Maintain registers of life members and sponsors;
  • Maintain files of legal documents such as constitutions, leases and titles;
  • Act as the Public Officer of Barracudas Water Polo Club liaising with members of the public, affiliated bodies and government agencies;
  • Represent Barracudas at WPQ, BWPI meetings;
  • Communicate information between WPQ, BWPI and other agencies and club members, such as event deadlines etc;
  • Be responsible for the central data storage(currently Drop Box ) and for weekly backups of data;
  • Other tasks: handle bookings and entries; respond to general duties as directed by the Club Management Committee;
  • Provide a safe and healthy environment for the Club’s members and it’s volunteers.

Knowledge and Skills Required
Ideally the Secretary is someone who:

  • Can communicate effectively
  • Is well organised and can delegate tasks
  • Can maintain confidentiality on relevant matters
  • Has a good working knowledge of the constitution.

Estimated Time Commitment Required & Period of Appointment
The estimated time commitment required is 5 hours per week.