POSITION DESCRIPTION – Association Secretary
Organisation:
Job Title: / Secretary of (Association name)
Position Type: / Voluntary / Paid
Reports to: / Committee members of (Association name)
President of (Association name)
Currently filled by:
Commencement date:
End date:
Time Commitment: / Hours per week to be negotiated
POSITION REQUIREMENTS
Purpose
To provide a coordinating link between members, the committee and outside agencies
Knowledge/Skills
  • Good communication skills
  • Friendly and caring attitude
  • Is well informed of all Association activities
  • Is aware of the future directions and plans of the Association
  • Understanding of the Association’s Policies/Procedures/Constitution and By-Laws
  • Is a supportive leader for all Association members
  • Can maintain confidentiality on relevant matters
  • IT competency – familiar with basic operating systems, Microsoft Office, internet and email and MyNetball
  • To acknowledge the requirement for separation of personal interests and Association matters, and act in the best interest of the Association at all times whilst in the assigned role

Responsibilities and Duties
  • Prepare the agenda for meetings in consultation with the President
  • Make arrangements including venue, date, times and hospitality for association meetings
  • Send adequate notice of meetings as per constitution
  • Call for and receive nominations for committees and other positions for the association AGM
  • Keep accurate minutes of meetings and distribute to all committee members prior to the next meeting
  • Collate and arrange for the printing of the annual report
  • Maintain a registers of members’ names and addresses, life members and sponsors
  • Maintain files of legal documents such as constitutions, bylaws, leases and titles
  • Ensure all appropriate paperwork is sent to the Auditor at least 6 weeks prior to the AGM each year
  • Act as the public officer of your association liaising with members of the public, affiliated bodies and government agencies
  • Communicate information between Association and members, such as registration dates, competition information, important dates, events etc.
  • Liaise with the President and other committee members when required
  • Maintain books containing copies of the minutes or records of proceedings of all formal meetings of the Association and duplicating and distributing these to the membership where required. These files are to be kept within the Association clubhouse
  • Ensure constitution, bylaws and policies and procedures are readily available to membership.
  • Policy development and implementation
  • Liaise with media outlets to promote the association in and around the area i.e. Newspaper, radio etc.

ADDITIONAL INFORMATION
Required Criminal Record Checks:
  • Working with Children Check (if usual duties involve, or are likely to involve, contact with a child (under 18))
If exempt from Working with Children Check, request:
  • Volunteer National Police Certificate (if unpaid) OR
  • National Police Certificate (if paid)
Further Recommended Checks:
  • Conduct Interview, including proof of identify check
  • Conduct Reference Check
  • Attain signature on Netball WA’s Member Protection Declaration

The opportunity to:
  • Work as part of team dedicated to the growth and development of (Association name)
  • Meet and network with other volunteers and industry professionals
  • Have input into the goals and objectives of (Association name)
  • Use one’s skills in a positive, engaging and challenging way
  • Work as part of a group of people dedicated to the development and longevity of (Association name)
  • Develop a greater understanding of sports management structures.

Reimbursement of Out-of-Pocket Expenses
(subject to advance authorization and presentation of receipts)
Yes / No
For further information regarding this position please contact (Association contact details)
This position description is intended as an example/template only. It is the expectation of Netball WA that each Association/Club customise the content to suit their individual needs