Secretary – Job Description

Reason for the Secretary’s position:
The Secretary is one of six elected office-bearers of ACT Walking for Pleasure Inc. (WFP). There are also four ordinary committee member positions.

The normal method of appointment of the Secretary is by election at an AGM of WFP. This is provided for in Rule 4.3 of WFP’s Rules of the Association (The Rules). The Secretary may also be appointed by the committee under paragraph 4.2 (e) of the Rules.

The Secretary must be a financial member of WFP.

The Secretary is responsible to:
The "Association" i.e. the members of WFP.

The Secretary is responsible for:

• Along with all other committee members, responsible for controlling and managing the affairs of WFP.
• Notifying as soon as practical, after election or appointment, WFP of his or her address.
• Keeping minutes of:
  
  • All elections and appointments of office-bearers and ordinary committee members,
  • The names of members present at committee meetings or a general meeting, and
  • All proceedings at committee meetings and general meetings.
• Giving notice of a committee meeting at least 48 hours before the time appointed for the meeting (or such other period that may be unanimously agreed upon) to each member of the committee, and, specify the nature of the business to be transacted at the meeting.
• In respect of Annual General Meetings and General Meetings arranging for members to receive, at least 14 days before the date fixed for holding the meeting, by pre-paid post or by hand delivery, a notice specifying the place, date and time of the meeting and the nature of the business proposed to be transacted at the meeting.
• Holding the common seal of WFP.
• Attesting (with any other member of the committee) to the affixing of the common seal to any document.
• Subject to the Rules of WFP maintaining control all records and other documents relating to WFP.
• Preparing outward correspondence as required.

The Secretary’s knowledge and skills requirements:
The Secretary ideally should be someone who:

• Has an ability to prepare agendas and keep accurate minutes of meetings, and translate these in to drafts for consideration by the committee.
• Can interpret The Rules of the Association for the assistance of the committee.
• Is capable of dealing with outwards correspondence at the direction of the President or the committee.
• Possesses sufficient computer skills in respect of word processing and email.

Estimated time commitment:
Time commitment is not constant throughout the year but tends to cluster around the AGM and committee meetings (mandated as at least four per calendar year).

Estimated time per meeting; including pre-meeting preparation, attendance at meetings, drafting of minutes and preparation of consequent correspondence is about six hours per meeting (approximately 30 hours per annum).