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

Secretary The backbone of

your society/club!

Effective administration

Proactive team

member

Delegating tasks to other

committee members

Support in organising meetings,

events and admin

Ensuring documentation is

correct (constitution,

minutes, agenda)

Communicating information to members and

the SU

Supporting and leading in

completing paperwork

Providing minutes for AGM/EGM/

meetings

Update and maintain mini-sites

Regular TasksWhat do I do?

Support with arranging meetings and taking minutes, including AGMs and EGMs

Replying to enquiries Updating Club/Society information online Maintaining accurate records including information about members Comply with Data Protection Act Support with organising events Representing the Club/Society at meetings e.g Zone/Student Council Check pigeon holes at the Students’ Union Entering Non BUCS competitions and leagues (AU) Booking rooms and facilities Booking match officials/umpires (AU)

Activity Qualities & Skills

Qualities and SkillsBuilding Blocks of a Great Secretary

Methodical and reliable

Good communicator

Good management skills

ImpartialityAwareness of

constitutional and legal requirements

Applies tact and discretion

Excellent organisational

skills

Ability to maintain confidentiality

Good administration

skills

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 happening.

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.

ActivityGood vs. Bad Communication

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).

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.

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.

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

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

GOOD LUCK!