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Volunteer Position Description: SECRETARY
Insert group logo
Organisation: name & website
Committee member or general member: Committee member
Location: Various locations in XX Catchment.
Commitment Expected: To prepare documentation for the monthly XXXX Committee meeting.
Average 3-5hrs / week.
Short-term/One off project/Episodic/On-going Role: Ongoing role (management committee voted
annually in June)
Role description: The secretary is the key administration officer of XXXX, managing incoming and
outgoing communications; Management Committee minutes and agendas; official records for the
group; and membership information. The role provides an essential link between the members, the
management committee, and other agencies. Attendance at the monthly committee meeting is
required (first Tuesday of the month, 7-9pm)
Purpose of the role: The purpose of the role is to ensure that the groups administrative dealings are
in order so that the group is able to efficiently and smoothly work towards achieving its stated aims
and objectives (see below) and to fulfil its statutory requirements as an incorporated association (as
per the Associations Incorporation Act, Qld, 1981).
Principle duties & responsibilities
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Attend to all mail / correspondence with the group (including email);
Compile and distribute monthly Committee meeting agenda (in liaison with the President);
Record and distribute monthly Committee meeting minutes;
Formally invite XXXX members to the Annual General Meeting and prepare a brief report of the
proceedings
Welcome new members & maintain membership list;
Maintain an organised and accessible record of official documents relating to XXXX (leases,
insurance policies, funding agreements, Constitution, etc.).
Maintain the assets register;
When possible attend and provide support at XXXX community events.
Other activities as appropriate to skill and interest.
All XXXX Volunteers have the rights and responsibilities of volunteers as outlined by
Volunteering Qld. Please click here.
Suitable experience; skills and attributes:
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Excellent organisational skills
Sound interpersonal communication skills
Experience in meeting procedures (or a willingness to learn)
Task and time efficient
Understanding of office systems and procedures (or a willingness to learn)
Competent with word processing
Familiar with email & internet
Example Role Description: Secretary.
Last Updated: February 2014
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Trustworthy
Autonomous
Interest in the natural environment
Benefits of the role:
This role is a great opportunity to share your administrative skills with a well-established community
group, or to develop and improve your administrative skills. You will develop greater familiarity with
the not-for-profit sector and functioning of a community group and Management Committee. The
role also offers exposure to networking opportunities and stakeholder consultation. As a valued
member of the XXXX Committee you will have the opportunity to participate in decisions and future
directions of XXXX, as well as enjoyable on-the-ground activities such as revegetation projects and
environmental monitoring activities.
XXXX Aims & Objectives
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To preserve native fauna and flora in the XX catchment and related environments
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To educate all possible sections of the community, in an understanding of the principles and
practices of conservation and preservation of the natural environment in the XX catchment
and related environments;
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To discourage the destruction, exploitation and unnecessary development of any part of the
natural environment in the XX catchment and related environments;
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To encourage rational and appropriate land use and proper planning of future development
and use of the natural environment and management thereof in the XX catchment and
related environments;
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To coordinate community activities & projects including the rehabilitation and restoration of
habitat and waterways;
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To assist with networking among the general community and other community groups
within the XX Catchment as well as work alongside organisations including Brisbane City
Council to maintain and ensure the sustainability and liveability of XX Catchment;
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To promote and maintain a communication network consistent with achieving provisions the
objectives listed above in the XX catchment and related environments
For more information: contact the XX Secretary on insert email
How to apply: Please email the XX Secretary insert email briefly outlining your interest in the
position, your relevant skills & experience, and contact details.
Example Role Description: Secretary.
Last Updated: February 2014