Preparing for meetings

• sending notice of all meetings to members
• arranging accommodation for meetings, organising refreshments, ensuring appropriate facilities for participants with special needs
• preparing the agenda, in consultation with chair and other members
• distributing the agenda with any background papers
• checking that members have carried out tasks agreed at the previous meeting
• receiving all the groups’ correspondence, sort it and present it to members at the meeting

Helping in meetings

• taking and producing minutes of the meetings
• making sure the minutes of the previous meeting are agreed and that they are signed by the chair
• maintaining and updating the registers of members, directors and company secretaries
• ensuring meetings are called and recorded for the committee, the AGM and other general meetings
• ensuring minutes are kept  and safely maintained for general meetings and directors’ meetings, and any other meetings where decisions are made.
• administration of annual returns and accounts
• supervising legal agreements – ensuring all legal agreements or contracts are properly discussed, agreed and recorded by the managment committee.

Other administration

• dealing with incoming correspondence
• filing papers, publicity
• keeping up to date records of members (addresses, contact details)
• ensuring members are provided with the organisation’s constitution, annual report and policies
• sending out publicity about the organisation
• dealing with press

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