SECRETARY

VACANCY October 2025 (reduced administrator role). Role holder must become a trustee.

Note that the role will be modest in the first year, as the AGM tasks, plus setting up of rehearsals etc for next season, will have been completed by Anne Adams.

Summary: general administration. Trustee

Skills and qualities required: good communication, IT skills, reliability

Blue highlights show tasks currently covered by the Administrator

GOVERNANCE

  • Support the Chair in developing and updating policies, scheduling review of each
  • Deal with administration relating to governance issues

AGM

  • Check any actions from previous AGM, updates from Charity Commission, date Annual Report has to be ready etc, use to work out schedule for AGM planning
  • Assist Chair in compiling Achievements section of Annual Report, updating tables from concert records etc as appropriate
  • Update general sections of Annual Report after checking for CC updates
  • Compile officer contributions into Annual Report, taking care with finance tables
  • Write AGM agenda and notification emails, checking compliance with Constitution
  • Add notification to weekly update a month before, send official notice 2 weeks before
  • Liaise with Social Events Officer re post-AGM social, add arrangements to weekly update
  • Upload Trustee Annual Report to Sharepoint (enables any trustee to send accounts to public if they ask, requests for which we must comply – CC rules)

CONCERTS

  • Email Friends, Friends for Life, Hon Members, pianists, Vocal Coach, press, dignitaries etc with ticket offer/comps and/or invitation to event, respond to replies, arrange tickets as required
  • Compile risk assessments for each concert or event, share instructions with members
  • Deal with admin relating to any PRS due, including check whether payable or included in venue hire fee

GENERAL

  • Liaise with Vocal Coach annually in good time re her 9 dates, avoiding compulsories, inform Music Director, Accompanist, Membership Officer, New Member Officer when fixed
  • Gather relevant information, compile and send out weekly update
  • Maintain non-member database, including Christmas card list for Social Events Officer
  • Respond to emails eg from soloists looking for work, other choirs publicising concerts, requests for us to sing at various events etc – or pass on to Concerts Planning Officer as appropriate
  • Prompt Music Director for rehearsal schedule, add link to website, work out compulsories and share with relevant officers
  • Book rooms with rehearsal venue for the year, including small room with keyboard for Vocal Coach
  • Order and distribute name badges for new committee members etc
  • Set up, administer and share outcomes of chorus surveys via online agencies
  • Records management – Sharepoint, including version histories