ALTON AND PETERSFIELD DISTRICT SECRETARY Job Description

Principal Role: To provide administrative and secretarial support for the District Chairman in the management of the District, including Meetings and Events.

Secondary Roles:

  • Act as reference point for District officers, Tower secretaries and members
  • Represent the District at Guild meetings
  • Co-ordinate District ringing and social events
  • Co-ordinate communication within and outside the District
  • Be contact for enquiries from outside the District

Principal tasks

Annual and Quarterly Meetings

  • Produce Agenda
  • Arrange for Librarian to be present
  • Contact Tower Contact of designated venue and confirm arrangements for the meeting, including:
  • Ringing prior to service,
  • Incumbent to take Service,
  • Tea venue, organist.
  • Send notice to The Ringing World to appear a week before the meeting.
  • For ADM, co-ordinate reports from District officers
  • Record minutes and agree them with the chairman
  • Produce diary of forthcoming events for the next three months
  • Send minutes and programme for publication in Changes.

Guild and District Events

  • Co-ordinate timetable of events  (meetings, practice nights, social events)
  • Liaise with towers for meetings and practice nights
  • Publicise events

Guild Reports

  • Update information about District Towers for publication in the next Guild report.
  • Produce District Secretary’s report, in conjunction with Tower secretaries.
  • Distribute Guild Reports each tower.

Guild Executive Committee (EC) Meetings

  • Represent District at these meetings.
  • Advise Guild Secretary of members who qualify for Life Membership or who have died since the last EC.
  • Prepare and submit papers for discussion if required
  • Replenish stocks of badges, certificates, etc.

Guild AGM

  • Attend to represent the District
  • Host every 8 years

District Communication

  • Liaise with other District officers/committee
  • Disseminate information as quickly/effectively as possible
  • In conjunction with Ringing Masters be aware of the state of ringing and needs at each tower: training, practice support, maintenance, etc.
  • Visit each tower once a year
  • Produce annual District Secretary’s Report
  • Promote the Guild website and e-mail list

Data Protection

  • List members not wishing to appear in Guild Report
  • Ensure all those whose name is on the website have completed a consent form

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