The Role of the Secretary

A board or management committee will sometimes appoint a Secretary to take general responsibility for certain administrative tasks which the board or management committee is required to carry out.

As well as bearing all the general responsibilities of being a member of a management committee or board there are several tasks for which the Secretary of an organisation has responsibility. Many of these are the regular practical administrative duties that will be done by staff where the organisation employs paid members of staff.

The tasks of the Secretary for committee or board meetings can include:

• convening meetings
• booking rooms
• dealing with correspondence
• preparing agendas for meetings (in consultation with the President)
• taking the minutes of meetings (although some committees may wish to appoint a minute secretary for this purpose)
• ensuring back-up information is available at meetings where the topics to be discussed require it.
• care of the common seal

Note that, in respect of incorporated associations, the position of Secretary is not expressly referred to in the Associations Incorporation Act 1991. Hence, all members of the board may be liable for any action taken or breach of its responsibilities under the Act.


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