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 tasks shown in italics have already 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 (THIS RESPONSIBILITY COULD BE DELEGATED) ALL COMPLETED FOR 2025-26 SEASON

  • 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 THIS TASK COULD BE DELEGATED
  • Deal with admin relating to any PRS due, including check whether payable or included in venue hire fee THIS TASK COULD BE DELEGATED

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 COMPLETED FOR 2025-26 SEASON
  • Gather relevant information, compile and send out weekly update THIS TASK COULD BE DELEGATED
  • Maintain non-member database, including Christmas card list for Social Events Officer
  • Acknowledge and forward emails from soloists looking for work, other choirs publicising concerts, requests for us to sing at various events etc, eg to Music Director, Event Planning Officer etc
  • Prompt Music Director for rehearsal schedule, work out compulsories and share with relevant officers COMPLETED FOR 2025-26 SEASON
  • Book rooms with rehearsal venue for the year, including small room with keyboard for Vocal Coach COMPLETED FOR 2025-26 SEASON
  • Order and distribute name badges for new committee members etc THIS TASK COULD BE DELEGATED
  • Set up, administer and share outcomes of chorus surveys via online agencies THIS TASK COULD BE DELEGATED
  • Records management – Sharepoint, including version histories