Committee Job Description – Secretary (Mandatory Executive Officer)


The Secretary provides the administrative services needed by the charity in order to run smoothly, in accordance with our constitution (including the charitable aims), regulations and laws, and in liaison with other hospital radio organisations. The internal business of the charity is often communicated by the Secretary (usually working with the Communications Officer to access effective means of communication). The Secretary deals with the Charities Commission on behalf of the Executive Committee as trustees of the charity.


  • Book venues for meetings. (General Meetings and AGM)
  • Minute general meetings (3 times a year)
  • Invite guests to general meetings
  • Produce an agenda (3 times a year – but done from template).
  • Put up notices advertising meetings at the studios (3 times a year).
  • Minute committee meetings (10-12 times a year).
  • Produce a task list from the minutes (as part of the minuting process).
  • Maintain the membership database.
  • Prepare and execute annual update (once a year – after AGM).
  • Maintain correspondence file.
  • Update the membership telephone directory (3/4 times a year).
  • Ensure that our Charities Commission return is filed correctly and promptly each year (once
  • a year).
  • Send off for long service awards (once a year).
  • Advertise committee and non-committee posts (once a year).
  • Liaise with the Charities Commission and HBA to ensure to adopt and operate best practices
  • to protect the charity, members and public.
  • Amend the constitution and rules of membership when needed and forward updates to the
  • Charities Commission (up to 3 times a year).
  • Send out Christmas cards (once a year).


Direct reports

  • None


Will also work closely with

  • Chairman
  • Treasurer
  • Station Manager
  • Fundraising Officer
  • Membership Development Officer
  • Communications Officer