The Secretary conducts the administration and running of the club

Responsibilities

Although the duties may be shared, they include supporting the chairman in the running of both the management committee meetings and the Annual General Meeting (AGM) by:

• Maintaining an accurate list of Committee Members email addresses
• Ensuring meetings adhere to procedures of the club constitution (e.g., quorums and election procedures)
• Providing Committee Members, a minimum of 7 days’ notice of forthcoming meetings
• Circulating the agenda via email, enclosing any supporting documents and reports
• Electronically balloting Committee Members and recording results of proposed motions that cannot wait till the next full Committee Meeting
• Recording accurate meeting notes
• Maintaining accurate archive records
• Circulating the minutes of the meeting within 7 days of meetings
• Follow-up with relevant parties on key actions arising from meetings
• Emailing an electronic copy of the minutes to the Website Administrator for inclusion on the website
• Directing all electronic correspondence sent to info@needinworthtennis.cpo.uk to an appropriate Committee Member and ensuring action has been taken in the form of a reply sent to the enquirer.
• Being the point of contact for receiving information in the form of emails from the County, Regional and National LTA, and in a timely fashion, forwarding all correspondence to the appropriate individual(s) and following up to ensure completion

Attending League AGMs or ensuring that the Club is represented at the following:

• Cambridgeshire League AGM
• Huntingdon and Peterborough League AGM
• Cambridgeshire LTA AGM

Ensuring the Annual Venue Registration with the LTA is completed by the Chairman

Providing support to other Committee Members in the pursuance of their duties

Skills and Experiences Needed for the Role

Excellent communication skills – both verbal and written

Reliable and trustworthy

Good IT and organisational skills

Training and Support Available

In this role, you will receive on-the-job training from the previous incumbent who will go through the processes with you. You will then receive ongoing support from the other Committee Members.

Time Commitment

Time commitment can be heavy, with composing the minutes being the most time consuming

You will be required to attend management committee meetings and the AGM

You may be asked to participate in LTA club on-line forums

Further Information

This role does not require a DBS check