What you will do

You will maintain the records that show who our members and Officers are, what decisions have been made and who has authority to act.

You will:

• maintain accurate membership records

• maintain Voting Member records where required

• handle membership information in line with data protection requirements

• issue notices for formal meetings

• receive motions, election nominations and proposed constitutional changes

• prepare agendas with the person chairing the meeting

• record decisions made by the Society Committee and general meetings

• record relevant votes and conflicts of interest

• record delegated responsibilities and authority

• maintain the current Constitution

• maintain approved policies and the Policy Schedule

• keep records of Officer and Non-Executive Officer appointments

• keep records of suspensions, removals and resignations

• retain annual returns and affiliation documents

• contribute to the Club’s annual report

You do not need to write detailed minutes of every informal working discussion. You must make sure that any formal decision made during an informal discussion is recorded.

What you can decide

You may issue formal notices and receive submissions in line with the Constitution.

Your role is to maintain the decision-making record. You do not decide the substance of:

• motions

• election nominations

• complaints

• constitutional proposals

• appointment or removal decisions

You must restrict access to confidential and personal information. You must also transfer the Club’s records securely when your role ends.

This role may suit you if you can

• organise information accurately

• write clear notices, agendas and decision records

• work reliably to deadlines

• handle confidential information responsibly

• distinguish discussion from formal decision-making

• maintain an orderly and accessible record system

Open SU guidance also describes the Secretary as a key link between the committee, members and the Students Association, with responsibility for correspondence, meetings and records.