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THE ROLES AND DUTIES OF A SECRETARY 1. RECORD KEEPING The secretary should maintain accurate records of the organisation's activities. This may include: Minutes of meetings Attendance records Membership records Correspondence Resolutions and decisions Reports Notices and circulars Important documents Registers Previous meeting records Official agreements and communications A good secretary should be able to retrieve an important document when it is needed. 2. WRITING MEETING NOTICES The secretary usually prepares and sends notices informing members about upcoming meetings. A meeting notice may contain: Name of organisation Type of meeting Date Time Venue Purpose Agenda, where applicable Any materials members should bring 3. PREPARING THE AGENDA Depending on the organisation's structure, the secretary may work with the chairperson/president to prepare the meeting agenda. For example: AGENDA 1. Opening prayer 2. Chairman's welcome 3. Reading and confirmation of previous minutes 4. Matters arising 5. Financial report 6. Main business 7. Any other business 8. Closing The secretary should ensure that issues requiring decisions are properly captured. 4. TAKING MINUTES This is one of the secretary's most important responsibilities. The secretary records: Date and venue Members present Apologies/absentees Matters discussed Decisions reached Resolutions Assignments given Deadlines Important motions Names of proposers and seconders where required Time of opening and closing A secretary should not turn minutes into a word-for-word transcript unless the organisation specifically requires that. Minutes should capture the official record of what was decided and what actions were assigned. 5. READING PREVIOUS MINUTES At the next meeting, the secretary may read the previous minutes or present them for members to review. Members may: Confirm them Correct errors Request amendments Once properly confirmed, the minutes become an important official record of the organisation. 6. RECORDING ATTENDANCE The secretary may maintain an attendance register showing: Names of members Date of meeting Attendance Absence Apologies This can become important when the organisation needs to determine participation, quorum, eligibility, or commitment. 7. HANDLING CORRESPONDENCE The secretary is often the central point for official correspondence. This includes receiving and sending: Letters Emails Invitations Notices Complaints Requests Responses Circulars Official messages The secretary should ensure that important correspondence is properly recorded and filed. 8. DRAFTING OFFICIAL LETTERS A secretary may draft: Invitation letters Appointment letters Acknowledgement letters Complaint responses Request letters Congratulations letters Condolence letters Warning letters Notices Memos Circulars Reports Meeting notices Where a letter requires the signature or approval of the president/chairperson, the secretary prepares it according to the organisation's procedure. 9. COMMUNICATION The secretary helps keep members informed. For example: >

"The welfare committee should submit its report before the next meeting." The secretary should record it and, where appropriate, follow up so that the matter can be reported at the next meeting. This makes the secretary an important part of organisational accountability. 11. MAINTAINING A CALENDAR The secretary may keep track of: Meetings Events Deadlines Elections Annual general meetings Conferences Training programmes Submission dates Important anniversaries This helps prevent important activities from being forgotten. 12. MAINTAINING MEMBERSHIP RECORDS To be continued... #SecretarialDuties #LeadershipSkills #OfficeAdministration #ProfessionalDevelopment #creatorsearchinsights " width="135" height="240">
THE ROLES AND DUTIES OF A SECRETARY 1. RECORD KEEPING The secretary should maintain accurate records of the organisation's activities. This may include: Minutes of meetings Attendance records Membership records Correspondence Resolutions and decisions Reports Notices and circulars Important documents Registers Previous meeting records Official agreements and communications A good secretary should be able to retrieve an important document when it is needed. 2. WRITING MEETING NOTICES The secretary usually prepares and sends notices informing members about upcoming meetings. A meeting notice may contain: Name of organisation Type of meeting Date Time Venue Purpose Agenda, where applicable Any materials members should bring 3. PREPARING THE AGENDA Depending on the organisation's structure, the secretary may work with the chairperson/president to prepare the meeting agenda. For example: AGENDA 1. Opening prayer 2. Chairman's welcome 3. Reading and confirmation of previous minutes 4. Matters arising 5. Financial report 6. Main business 7. Any other business 8. Closing The secretary should ensure that issues requiring decisions are properly captured. 4. TAKING MINUTES This is one of the secretary's most important responsibilities. The secretary records: Date and venue Members present Apologies/absentees Matters discussed Decisions reached Resolutions Assignments given Deadlines Important motions Names of proposers and seconders where required Time of opening and closing A secretary should not turn minutes into a word-for-word transcript unless the organisation specifically requires that. Minutes should capture the official record of what was decided and what actions were assigned. 5. READING PREVIOUS MINUTES At the next meeting, the secretary may read the previous minutes or present them for members to review. Members may: Confirm them Correct errors Request amendments Once properly confirmed, the minutes become an important official record of the organisation. 6. RECORDING ATTENDANCE The secretary may maintain an attendance register showing: Names of members Date of meeting Attendance Absence Apologies This can become important when the organisation needs to determine participation, quorum, eligibility, or commitment. 7. HANDLING CORRESPONDENCE The secretary is often the central point for official correspondence. This includes receiving and sending: Letters Emails Invitations Notices Complaints Requests Responses Circulars Official messages The secretary should ensure that important correspondence is properly recorded and filed. 8. DRAFTING OFFICIAL LETTERS A secretary may draft: Invitation letters Appointment letters Acknowledgement letters Complaint responses Request letters Congratulations letters Condolence letters Warning letters Notices Memos Circulars Reports Meeting notices Where a letter requires the signature or approval of the president/chairperson, the secretary prepares it according to the organisation's procedure. 9. COMMUNICATION The secretary helps keep members informed. For example: > "The monthly meeting will hold on Saturday, 10 October, at 10:00 a.m. at the association's office." The secretary may communicate through: Email WhatsApp Letters SMS Phone calls Circulars Notice boards Other approved communication channels 10. FOLLOWING UP ON DECISIONS A strong secretary does not simply record decisions and forget them. If the meeting decides: > "The welfare committee should submit its report before the next meeting." The secretary should record it and, where appropriate, follow up so that the matter can be reported at the next meeting. This makes the secretary an important part of organisational accountability. 11. MAINTAINING A CALENDAR The secretary may keep track of: Meetings Events Deadlines Elections Annual general meetings Conferences Training programmes Submission dates Important anniversaries This helps prevent important activities from being forgotten. 12. MAINTAINING MEMBERSHIP RECORDS To be continued... #SecretarialDuties #LeadershipSkills #OfficeAdministration #ProfessionalDevelopment #creatorsearchinsights

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Tuesday 06 October 2026 21:11:01 GMT

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