1. make sure you have signed in to this training.

2. Secretary Training
Being a super secretary for your society!

3. Give [the number rolled] of random facts about yourself
being a secretary
icebreaker
Role the dice!
Give [the number rolled] of random facts about yourself

4. being a secretary
what am I expected to do?
Discuss in pairs what you feel are the main responsibilities of being a secretary within your society
Write on board

5. being a secretary what am I expected to do?
Keep your club/society page on the website, social media accounts and inbox up to date and organised
Make sure information is circulated among your members – you’ll be the keeper of the accounts!
Book rooms for meetings and events and make sure your members know when and where they are and make sure you have a risk assessment
Liaise with the Union about any external speakers you want to invite
Market your events
Organise storage for your society
Take minutes at your meetings (keep note of general agreements made)

6. your members

7. your members how many do we have?
Do you know how many members you have at the moment?
You can see your member list on the website.
You need to have 20 members to remain a society.

8. your members get talking!
Your members aren’t going to know what’s going on unless you tell them
Make sure for every event/meeting you
a) through the website
b) post on social media
c) create the event on the SU website
d) tell people of the next event at the end of the current one
We can help you get the message out to other students with posters and tweets
Make sure you pass on union communications about your society to all your committee members

9. your members
social media

10. events

11. events
let us know
If you want to put on an event or trip (and you should!) it is your responsibility to make sure we know about it
Ensure deadlines and responsibilities are written down during the meeting to prevent conflict later on!
How do I book rooms and communicate with members?!
Rooms should always be booked through here with a minimum of 3 working days notice:

12. events things to consider
Give members plenty of notice about the event using different forms of communication
Make sure people buy tickets or sign up
Fill in a risk assessment
Book your rooms/travel
Make sure everything is paid for
Talk to us to find out what you need to fill in (trip permission forms, UEA booking forms)

13. agendas & minutes

14. events Keeping your society’s records
You should have at least one AGM a year, recommend one per semester
Don’t have to be formal, good to make notes when informal as well!
You’ll be organising meetings and making sure people know when they are
If agendas or minutes need to be written, that will be your job!
You’ll send these to your members/committee when needed

15. agendas & minutes Pink post its: Before the meeting
your responsibilities when it comes to meetings
Pink post its: Before the meeting
Green post its: During the meeting
Yellow post its: After the meeting

16. agendas & minutes
your responsibilities when it comes to meetings

17. resolving conflict

18. resolving conflict Keeping your society’s records
You have one of the most important roles in preventing conflict within your committee
Make sure all details of agreements are written down in some form with dates, especially action points!
The president may need these to help identify if a problem is arising

19. storage

20. storage and inventory lockers
Do you know how much stuff your society is going to have?
Where are you going to keep it all?
We have a limited number of lockers available for use
If you have very expensive or large equipment, please let us know so we can help you take care of it!
Please keep a list of what your society owns so the next years committee members know!

21. the app

22. the app
eXpense365
One of your responsibilities as part of the main 3 committee members is to approve all payments from your society account
Reimbursements are done through the app
You can download it for android and IOS
Ask your treasurer for more detailed information about invoices etc.
All information about finance is found in the Finance section in the committee hub on the website

23. useful contacts

24. useful contacts
opportunities department

25. useful contacts
other departments

26. useful contacts
other departments

27. career central

28. please fill in the feedback forms!