Mastering Administration

Secretary Training

Icebreaker

Training Overview• Define the role of the secretary • Identify tasks of the secretary• Qualities & Skills • Administration • Communication • Data Protection• Email Accounts• Writing Emails

Define the role of a Secretary

Role of the SecretaryThe Secretary is the backbone of your club/society and ensures everything runs smoothly. Without you your committee would struggle to communicate effectively, meetings would be chaos, rooms would be double booked and activities would be disorganised!!!

To ensure the smooth running of the Club/Society through effective administrationTo be a proactive team member of the committeeTo delegate tasks to other committee members as appropriate e.g. Social SecretaryTo support the President in organising meetings, events and administration To ensure all documents are correct e.g Club/Society Constitution, meeting minutes/agendaTo communicate any relevant information with Club/Society members and the Students’ Union Support or lead on completing appropriate paperwork i.e Risk Assessments or Events Form Provide accurate minutes for AGM’s/EGM’s/Committee MeetingsIf required update and maintain your club/society website information

Regular TasksSupport with arranging and minuting meetings, including AGMs and EGMsReplying to enquiriesUpdating Club/Society information/websites/SU minisite/social networks etcMaintaining accurate records including information about membersComply with Data Protection Act (www.gov.uk/data-protection/the-data-protection-act Support with organising eventsRepresenting the Club/Society at meetings e.g Zone/Student CouncilCheck pigeon holes at the Students’ UnionEntering Non BUCS competitions and leagues (AU Clubs only)Booking rooms and facilities.Booking match officials/umpires(AU)Booking external speakers

Activity Qualities & Skills

Qualities and Skills

Methodical and reliableGood communicatorGood management skills ImpartialityAwareness of constitutional and legal requirementsApplies tact and discretionExcellent organisational skillsAbility to maintain confidentialityGood administration skills

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Managing Data

The Data Protection Act controls how your personal information is used by organisations, businesses or the government. Everyone who is responsible for using data has to follow strict rules called ‘data protection principles’. They must make sure the information is:• used fairly and lawfully

• used for limited, specifically stated purposes

• kept for no longer than is absolutely necessary

• handled according to people’s data protection rights

• kept safe and secure

• not transferred outside the UK without adequate protection

• There is stronger legal protection for more sensitive information, such as:

• ethnic background• political opinions• religious beliefs• health• sexual health• criminal records

Communication

Communication is key to a successful Club/Society – make sure all your members know what’s happeningEnsure you know what tools you have available to help you communicate to your membership e.g Website/Social Networks Keep things simple – Don’t overload communications to your members, get the key points acrossCommunicate with other committee members – share ideas and good working practices Don’t forget to keep the Students’ Union updated with any events/activities you are planning as we will be able to assist you and ensure you have completed all relevant paperwork

CommunicationActivity-Good v Bad

Your Club/Society have arranged a social event at a city centre bar but on the day of the event the bar advises you that they have double booked!

As your Club/Society Secretary how are you going to communicate that the event has been cancelled at such late notice to your members?

GOOD WAYS BAD WAYS

Responding to Communication• As a Secretary you are responsible for your club/society email account

(udsu.org.uk- club/society account). Email enquires may need to be passed onto other committee members for their input. You must ensure that all inbound communication is acknowledged and dealt with appropriately.

• All Athletic Union Clubs/Union Societies correspondence will be sent to these accounts (no personal email addresses will be used unless the communication is person specific)

• Ensure the email accounts are being checked regularly throughout the year• When responding to messages ensure you are professional, respectful and polite • If you are not sure how to respond to a message then please liaise with your

committee for support. If you are still unsure contact the Students’ Union

Communication ToolsTools for the Job• Website: SU, Team Derby• Online: social media• Print: posters, flyers• Magazines: dusted• Broadcast: TV, radio• Word of mouth• Physical presence: Atrium

Dusted DeadlinesContent Deadline• Monday 13th October (Released Monday

3rd November)• Monday 17th November (Released Monday

8th December)• Monday 5th January (Released Monday

26th January)• Monday 23rd February (Released Monday

16th March)• Monday 13th April (Released Thursday 30th

April)• Email articles to dusted@udsu.co.uk

Accessing your udsu.org.uk email

• Each student group is granted a @udsu.org.uk email account to use for all official communication from the committee.

• To access your account please go to www.udsuaccess.co.uk and click on the @udsu.org.uk link.

• Enter your username (your email without the @udsu.org.uk e.g. belgian.soc or rugby.league) and password. The system uses outlook just like your Unimail.

• Please do not attempt to change your password as this will lock you out of the system

Writing professional emailsTips for composing a professional email

• Fill in the subject line with a relevant topic (Don't just write please read or Important email as this may come across as Spam and be ignored)

• Don't use all capitals (No shouting!)• Avoid text speak e.g. abbreviations and acronyms – LOL, YOLO• Be Polite • Edit and proof read before sending the email• Reply promptly to messages. If you need to find out additional information please send a

short message to update the sender• Set up a signature block for your position within the committee e.g...

Kind RegardsJohn SmithSecretaryUniversity of Derby Darts Club

GOOD LUCK!