Running your PTA

Each term , we look at a different role within a typical PTA – the responsibilities involved , who it might suit and the reality of holding the position . This issue : The Secretary

What ’ s the main purpose of the role ?

Supporting the PTA committee to build effective communication links between the school and the association . They also maintain accurate records .

And the responsibilities ? These vary from committee to committee , but generally include :

• Preparing for meetings ( with the PTA Chair )

• Taking minutes at meetings , recording attendance , action points , decisions and proposals

• Circulating approved minutes , along with a reminder of any actions agreed

• Maintaining association records

• Making sure the association is GDPR-compliant

• Updating trustee details with the relevant charity commission ( as appropriate )

• May be a signatory on the PTA bank account ( along with at least one other committee member )

• Handling the association ’ s correspondence

What qualities does a good Secretary have ?

• Organised and efficient – keeps accurate records in a format that can easily be handed over to a successor

• Good listener – able to identify key discussion points , actions , and agreements at meetings to accurately record in minutes

• Calm , friendly and approachable – able to communicate confidently with the school and the committee members

It ’ s best practice to have a Secretary in your committee , but if you ’ re finding it hard to fill the position , you could consider splitting the duties between two committee members .

12 PARENTKIND . ORG SUMMER 2024