Secretary

The secretary is often the first person an outsider contacts, therefore the position of secretary is critical to the successful
management of any club. The secretary is the club’s chief administration officer and provides the link between members, the
club executive committee and outside agencies such as other local clubs, the Yarra JFL and Banyule City Council.
As secretary a club needs someone who can:
 Communicate
 Think clearly
 Maintain confidentiality on relevant matters
 Manage and supervise others (in relation to secretarial duties)
 Organise and delegate tasks
 Have attention to detail
 Appreciate a sense of urgency
Time Required
This is a fairly time heavy position. The club secretary can require from 5 to 10 hours a week depending on the time of season.
The secretary needs to be in control of emails and phone messages/texts at all times, responding in a timely manner to all
approaches.
Secretarial duties
Preparing for meetings
Maintaining club records through Yarra JFL Sporting Pulse
Maintaining membership records through Yarra JFL Sporting Pulse
Dealing with Yarra JFL and Banyule City Council correspondence
Objectives
To ensure that appropriate administrative support is provided to the President, General Committee and sub committee’s.
To provide a “whole of Club” planning focus to ensure the overall efficient management of club functions.
To manage business considered by the Club Committee.
To provide support to the Executive and Committee members to ensure the efficient operation of the Club.
Responsibilities
 Establish a planning calendar for the year.
 Provide a coordinating and support role for Club sub committees.
 Provide secretarial support to the Committee.
 Maintain an accurate copy of the Rules and By-Laws of the Club and the Yarra JFL
 Maintain a complete record of all activities of the Club.
 Be familiar with the rules of the Club, League, State Body, Yarra JFL and any other body that has governance to give advice
to the President and Committee as required.
 Prepare minutes of all committee and general meetings of the Club and distribute in accordance with the Rules of the
Club.
 Receive all correspondence directed to the Club.
 Prepare and send correspondence in accordance with the direction of the President and Committee.
 Assist other Committee members in their duties as required.
 Undertake tasks at the request of the President, Executive or General Committee.
 Be a signatory to the club bank account and sign off on transactions auctioned by the treasurer.
 Regularly check the clubʼs post office box.
Relationships
Reports to the Club Committee.
Liaises with the Executive.
Liaises with sub committeeʼs.
Accountability
The Secretary is accountable to the President and the General Committee.
Provide a report on any aspect of portfolio operations to the monthly Committee meeting.
Seek ratification from the appropriate Committee member prior to committing the Club to any financial expenditure or action.