What is the Role of a Secretary? An Overview

Have you ever wondered what a Secretary does in an organisation? What are the skills and qualities that a Secretary needs to have? How does a Secretary contribute to an organisation's smooth functioning and success? If you are curious about these questions, this blog is for you. In this blog, we will discuss the Role of a Secretary and how they support the organisation in various ways. We will also look at the different types of secretaries and how their roles differ. So, read ahead to learn more! 

Table of Contents

1) Defining Role of a Secretary 

2) Responsibilities of a Secretary 

    a) Preparing for the meeting 

    b) Day-of meeting duties 

    c) Recording meeting minutes 

    d) Post-meeting tasks 

3) Conclusion 

Defining the Role of a Secretary 

Let’s begin by discussing the main Roles of a Secretary. Here's a complete overview:
 

In the absence of paid staff members 

In some organisations, especially small or voluntary ones, there may not be any paid staff members to handle the administrative and clerical tasks. In such cases, the Role of a Secretary becomes even more important and challenging. The Secretary may have to perform a wide range of duties, such as the following: 

a) Managing the correspondence and communication of the organisation, such as emails, letters, phone calls, etc. 

b) Maintaining the records and documents of the organisation, such as minutes, reports, policies, etc. 

c) Organising and coordinating the meetings and events of the organisation, such as agendas, venues, invitations, catering, etc. 

d) Liaising with the organisation's members, stakeholders, and external parties, such as donors, sponsors, media, etc. 

e) Handling the finances and accounts of the organisation, such as budgets, invoices, receipts, etc. 

f) Supporting the Chairperson and other office bearers of the organisation, such as providing advice, information, and assistance.
 

In the presence of paid staff members 

In some organisations, especially large or professional ones, paid staff members may be responsible for administrative and clerical tasks. In such cases, the Role of a Secretary may become more focused and specialised. The Secretary may have to perform specific duties, such as the following: 

a) Acting as the main point of contact and communication between the board or committee and the organisation's staff members. 

b) Ensuring that the board or committee is informed and updated about the organisation's activities and progress. 

c) Preparing and distributing the agendas and minutes of the board or committee meetings. 

d) Ensuring that the decisions and actions of the board or committee are implemented and followed up by the staff members. 

e) Monitoring and reporting on the compliance and governance of the organisation, such as legal, ethical, and regulatory requirements. 

f) Representing and promoting the interests and values of the organisation to the public and other stakeholders. 

Responsibilities of a Secretary 

Here is the list of responsibilities of Secretary: 
 

Preparing for the meeting 

One of a Secretary's most important and visible responsibilities is to prepare for the organisation's meetings. It involves: 

a) Consulting with the Chairperson and other relevant parties to determine the meeting's purpose, objectives, and agenda. 

b)  Sending out the notice and invitation of the meeting to the participants, along with the agenda and supporting documents, such as reports, proposals, etc. 

c) Booking and arranging the venue, equipment, and catering for the meeting, as well as any travel and accommodation for the participants, if required. 

d)  Confirming the attendance and availability of the participants and making any necessary changes or adjustments to the agenda or arrangements. 

e) Preparing and organising the materials and resources for the meeting, such as copies of the agenda, minutes, documents, etc. 

Day-of meeting duties 

Another key responsibility of a Secretary is to perform the day-of meeting duties. It involves the following: 

a) Arriving early and setting up the venue and equipment for the meeting, such as chairs, tables, projector, microphone, etc. 

b) Welcoming and registering the participants and distributing the materials and resources for the meeting, such as name tags, folders, pens, etc. 

c) Assisting the Chairperson and other speakers or presenters during the meeting, such as introducing them, managing the time, facilitating the discussion, etc. 

d)  Taking notes and recording the meeting minutes, such as the attendance, apologies, decisions, actions, votes, etc. 

e) Collecting and storing the materials and resources after the meeting, such as feedback forms, evaluation sheets, etc. 

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Recording meeting minutes 

Another essential responsibility of a Secretary is to record the meeting minutes. It involves: 

1) Reviewing and editing the notes taken during the meeting, and ensuring that they are accurate, clear, and concise. 

2) Formatting and structuring the minutes according to the style and standard of the organisation, such as headings, numbering, bullet points, etc. 

3) Highlighting and summarising the key points and outcomes of the meeting, such as the decisions, actions, responsibilities, deadlines, etc. 

4) Seeking approval and feedback from the Chairperson and other relevant parties on the draft of the minutes and making any necessary changes or corrections. 

5) Distributing and filing the final version of the minutes to the participants and other stakeholders, such as the board, staff, members, etc. 

Post-meeting tasks 

Another important responsibility of a Secretary is to perform the post-meeting tasks. It involves: 

1) Following up and monitoring the implementation and completion of the agreed-upon decisions and actions during the meeting and reporting on the progress and results to the Chairperson and other relevant parties. 

2) Updating and maintaining the records and documents of the organisation, such as the minutes, reports, policies, etc., and ensuring that they are accessible and secure. 

3) Planning and preparing for the organisation's next meeting, such as setting the date, time, venue, agenda, etc. 

4) Evaluating and improving the efficiency of the meeting process, such as soliciting feedback, identifying strengths and weaknesses, implementing suggestions, etc. 

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Conclusion 

The Role of a Secretary is a crucial and challenging one that requires various skills and qualities, such as communication, organisation, attention to detail, problem-solving, etc. Their role may differ depending on the size and nature of the organisation and the presence or absence of paid staff members. However, a Secretary's common and core responsibility is to support the organisation in its administrative and clerical tasks. 

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