Role Description – Regional Secretary

Regional Secretary

1. Duties and Responsibilities of the Regional Secretary

1. Key Roll
2. The Regional Secretary is appointed by the Executive Committee of the Region.
3. Depending on the needs of the Region an Assistant Secretary may be appointed at the discretion of the Regional Committee.
4. Ideally the Regional Secretary should be available within reason to be available at certain given times when and where they can have access to the membership and the public.

• Responsibilities
• Responsible to the Regional Chairman for the administration of the Region.
• For clarification purposes, this entails:
  • The general administration of the Region
  • The receiving, distribution and sending of all relevant Regional, correspondence according to priorities and timeously by so avoiding unnecessary delays and according to timetables
  • Responsible for the keeping of records and files that are up to date and immediately accessible by maintaining an updated Index.
• Files that will be kept are:
  • All records of minutes regarding the Regional general committee, sub-committee meetings, annual general meetings, executive meetings, attendance registers
• Records of original documents, and other records, including duties and responsibilities according to description
• The checking and correcting of minutes and ensuring that the Chairman of the Sub-Committees scrutinise minutes before sending of all annual general meetings and committee meetings of:
  • Regional General Committee
  • Regional Executive Committee Meetings
  • Fundraising Committee
  • Recruiting and Membership Committee
  • Events and Entertainment Committee
  • Communications Assistance and Reporting Committee
  • Special meetings of any of above Committees
  • Special general meeting of all of the above Committees

• Answerability
• Answerable to the Chairman of the Region, regarding all Regional matters and report back or in his absence, to the Regional Vice-chairman.

• Legion Constitution, By-laws, Policy and Procedures and Guidelines
• Keep up to date with the Legion Constitution, By-laws, Policy and Procedures and Guidelines as issued from time to time.
• This entails the attending of all Regional and Branch activities, and meetings where practicably possible.

• Administrative Duties
• The Regional Secretary remains responsible for all the administrative activities
• For clarification, responsible to the Regional Chairman for:
  • All typing, word processing and correspondence of the Region.
  • Ensure that the above is correct and a true reflection of the meetings as well as language standards.
  • Ensuring that the relevant Chairmen scrutinise the minutes timeously and make the necessary corrections so that committee members receive minutes at least a reasonable time before meetings.
• Ensure that up-to-date records are kept regarding coupled to individuals/organisations
• Must be capable of maintaining a high standard of professional service to the Region, especially regarding:
  • General administration of the office
  • Access to files and updating of records
  • Timeous mailing of minutes (at least two weeks after meetings)
  • Maintaining records of correspondence.
  • Updating of membership records, as well as VIP/other organisation address lists
• An effective control system is to be implemented to ensure that daily administration of the Region is run cost effectively, ensuring that the administrative priorities are maintained and implicated in diaries / almanac:
• The daily updating of instructions in the diary for reporting back, as well as the updating of monthly scheduled meetings on the calendar, coordinated with other organisations. Clashes of events are to be prevented at all cost and standard priority procedures e.g. the availability of timely and accurate minutes are presented for scrutinising before scheduled meetings.
• In the event where a member is being transferred to another branch of the South African Legion the NHQ must be informed with immediate effect
• Submitting and notification of a Member Passing to Higher Service along with name and address, and date of Passing

The secretary is not responsible for any duties not related to the Region