The Role of the Secretary

The Secretary plays an important role in supporting the governance and administration of a charity, voluntary organisation, or community group. The role helps ensure that meetings, records, communications and governance processes are managed effectively and in accordance with the organisation's governing document. While the specific responsibilities of the Secretary vary between organisations, the role is often central to ensuring that the governing body can operate efficiently and make well-informed decisions.

Organising

One of the Secretary's primary duties is to organise meetings of the board, committee, or membership. This includes preparing agendas, issuing notices of meetings, circulating papers, and ensuring that meetings are conducted in accordance with constitutional requirements.

A further aspect of the role is supporting compliance and governance. The Secretary helps ensure that constitutional procedures are followed in consultation with the chair, that meetings are properly convened, and records are maintained to support transparency and accountability. In charities or other voluntary organisations, this may include assisting with the preparation for annual general meetings and ensuring that governance decisions are properly documented.

Although the Secretary often undertakes significant administrative responsibilities, they are usually a member of the governing body and share collective responsibility with fellow trustees or committee members. The role should therefore be viewed as both an administrative and governance function. Larger organisations are likely to have paid staff assist.

Record keeping

The Secretary is often responsible for recording accurate minutes and maintaining a record of decisions made by the governing body.

They are likely to also act as a custodian of the organisation's records. This may include maintaining membership records, safeguarding governing documents, keeping contact details up to date, and ensuring that important correspondence and official documents are retained appropriately. In some organisations, the Secretary may also be responsible for handling incoming communications and acting as a point of contact between the organisation and external bodies.

An effective Secretary is organised, reliable, and able to communicate clearly. By maintaining records, supporting meetings, and ensuring good governance practices, the Secretary helps the organisation operate effectively and fulfil its objectives.

Further resources and links

HTSI – Role of the secretary

TSDG – Secretary to the board role description

DIY Committee Guide – What is the role of the secretary

For further free, well-informed information, find your local Third Sector Interface (TSI) at the directory page here