In consultation with Chairperson, the secretary will typically prepare the agenda, minutes, an action sheet, i.e. a record of the process, deliberations and outcomes of the meeting, tailored to the needs of the body concerned.
The secretary should:
a. advise the Chair on procedure as required.
b. anticipate matters to be attended to by the committee, plan the agenda ahead and plan the collection of required material for consideration by the committee or working party.
c. liaise with the Chair and relevant stakeholders in the preparation of material.
d. prepare follow-up correspondence indicating decisions made at each meeting.
e. prepare reports for senior committees/executive staff arising from the meeting.
f. gather, analyse and present data, and prepare submissions, policy drafts, reports of reviews.
g. provide administrative support, e.g. members' accommodation and travel, catering, venue arrangement, audiovisual and other equipment.
h. liaise with relevant executive officers who must implement outcomes.
i. conduct necessary elections for membership to the committee.
Ideally, the secretary should be part of the administrative structure and process of which the committee or working party forms a part. In this way, the secretary will be best positioned to anticipate needs and to give advice on relevant issues.
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