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.