1. Roles of the Secretary and Chairperson
end show

2. Role of the Secretary Before the meeting On the day of the meeting
The Secretary has an important role in ensuring that a meeting runs smoothly. The Secretary has duties:
Before the meeting
On the day of the meeting
Before the meeting starts
During the meeting
After the meeting

3. Duties before a meeting
Book venue/accommodation
Open file for papers needed at meeting
Draft Notice of Meeting & Agenda for Chairperson’s approval
Distribute Notice of Meeting and Agenda to members (have spare copies as backup)
Note any apologies
Check arrangements for refreshments, audio visual aids, car parking etc
Have Attendance Register ready for completion
Make sure all stationery (pens, paper etc) available
back to questions

4. Duties on day of a meeting
Inform reception of meeting and list of those attending
Put up direction signs to meeting room
Check room to ensure layout is suitable, refreshments, audio visual aids are in place.
Take all necessary papers, Attendance Register, Agenda and previous Minutes to meeting
Greet people on arrival at meeting
back to questions

5. Duties during a meeting
Read Minutes of previous meeting, apologies for absence and other correspondence
Ensure Chairperson signs Minutes of previous Meeting
Assist the Chairperson throughout the meeting
Take notes summarising all proceedings so Minutes can be drafted after meeting or Action Minutes as appropriate
Check that Attendance Register has been signed by all attending meeting
back to questions

6. Duties after a meeting It all starts again!
Tidy up room by removing any left papers and inform reception that the meeting is finished.
It all starts again!
Draft the Minutes of the Meeting as soon as possible. Check the draft minutes with Chairperson
Send out Minutes or prepare them to be sent out with next Notice of Meeting
Deal with any correspondence or matters that need to be dealt with as a result of the meeting
Start preparing for next meeting!
back to questions

7. Role of the Chairperson
To make sure that the meeting is set up and run according to the rules of the organisation
To start the meeting punctually
To sign the Minutes as a correct record once all members present at the meeting have agreed
back to questions

8. Role of the Chairperson
To work consistently through the Agenda explaining clearly the item being discussed
To ensure that everyone has the opportunity to speak and that discussion is kept to the point
To sum up
To close or adjourn a meeting formally
back to questions

9. Revision Questions Try to answer the questions on the next few slides
To the questions
If you need help to answer them then click on the action button next to each question.

10. Revision Question 1 State 4 duties of a Secretary before a meeting.
next question

11. Revision Question 2
State 4 duties of a secretary on the day of a meeting.
next question

12. Revision Question 3 State 4 duties of the secretary during a meeting
next question

13. Revision Question 4 State 4 duties of a secretary after a meeting.
next question

14. Revision Question 5
The Chairperson has an important role to play in ensuring a meeting runs smoothly.
List 5 things a chairperson is responsible for with regards meetings.
next question

15. THE END