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Mastering Administration

Mastering Administration. Secretary Training. Icebreaker. Training Overview. Define the role of the secretary Identify tasks of the secretary Qualities & Skills Administration Communication Data Protection Email Accounts Writing Emails. Define the role of a Secretary.

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Mastering Administration

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  1. Mastering Administration Secretary Training

  2. Icebreaker

  3. Training Overview • Define the role of the secretary • Identify tasks of the secretary • Qualities & Skills • Administration • Communication • Data Protection • Email Accounts • Writing Emails

  4. Define the role of a Secretary

  5. Role of the Secretary • The Secretary is the backbone of your club/society and ensures everything runs smoothly. Without you your committee would struggle to communicate effectively, meetings would be chaos, rooms would be double booked and activities would be disorganised!!! • To ensure the smooth running of the Club/Society through effective administration • To be a proactive team member of the committee • To delegate tasks to other committee members as appropriate e.g. Social Secretary • To support the President in organising meetings, events and administration • To ensure all documents are correct e.g Club/Society Constitution, meeting minutes/agenda • To communicate any relevant information with Club/Society members and the Students’ Union • Support or lead on completing appropriate paperwork i.e Risk Assessments or Events Form • Provide accurate minutes for AGM’s/EGM’s/Committee Meetings • If required update and maintain your club/society website information

  6. Regular Tasks • Support with arranging and minuting meetings, including AGMs and EGMs • Replying to enquiries • Updating Club/Society information/websites/SU minisite/social networks etc • Maintaining accurate records including information about members • Comply with Data Protection Act (www.gov.uk/data-protection/the-data-protection-act • Support with organising events • Representing the Club/Society at meetings e.g Zone/Student Council • Check pigeon holes at the Students’ Union • Entering Non BUCS competitions and leagues (AU Clubs only) • Booking rooms and facilities. • Booking match officials/umpires(AU) • Booking external speakers

  7. ActivityQualities & Skills

  8. Qualities and Skills • Methodical and reliable • Good communicator • Good management skills • Impartiality • Awareness of constitutional and legal requirements • Applies tact and discretion • Excellent organisational skills • Ability to maintain confidentiality • Good administration skills .

  9. Managing Data The Data Protection Act controls how your personal information is used by organisations, businesses or the government. Everyone who is responsible for using data has to follow strict rules called ‘data protection principles’. They must make sure the information is: • used fairly and lawfully • used for limited, specifically stated purposes • kept for no longer than is absolutely necessary • handled according to people’s data protection rights • kept safe and secure • not transferred outside the UK without adequate protection • There is stronger legal protection for more sensitive information, such as: • ethnic background • political opinions • religious beliefs • health • sexual health • criminal records

  10. Communication • Communication is key to a successful Club/Society – make sure all your members know what’s happening • Ensure you know what tools you have available to help you communicate to your membership e.g Website/Social Networks • Keep things simple – Don’t overload communications to your members, get the key points across • Communicate with other committee members – share ideas and good working practices • Don’t forget to keep the Students’ Union updated with any events/activities you are planning as we will be able to assist you and ensure you have completed all relevant paperwork

  11. CommunicationActivity-Good v Bad Your Club/Society have arranged a social event at a city centre bar but on the day of the event the bar advises you that they have double booked! As your Club/Society Secretary how are you going to communicate that the event has been cancelled at such late notice to your members? Good ways BAD WAYS

  12. Responding to Communication • As a Secretary you are responsible for your club/society email account (udsu.org.uk- club/society account). Email enquires may need to be passed onto other committee members for their input. You must ensure that all inbound communication is acknowledged and dealt with appropriately. • All Athletic Union Clubs/Union Societies correspondence will be sent to these accounts (no personal email addresses will be used unless the communication is person specific) • Ensure the email accounts are being checked regularly throughout the year • When responding to messages ensure you are professional, respectful and polite • If you are not sure how to respond to a message then please liaise with your committee for support. If you are still unsure contact the Students’ Union

  13. Communication Tools Tools for the Job Dusted Deadlines Content Deadline Monday 13th October (Released Monday 3rd November) Monday 17th November (Released Monday 8th December) Monday 5th January (Released Monday 26th January) Monday 23rd February (Released Monday 16th March) Monday 13th April (Released Thursday 30th April) Email articles to dusted@udsu.co.uk • Website: SU, Team Derby • Online: social media • Print: posters, flyers • Magazines: dusted • Broadcast: TV, radio • Word of mouth • Physical presence: Atrium

  14. Accessing your udsu.org.uk email • Each student group is granted a @udsu.org.uk email account to use for all official communication from the committee. • To access your account please go to www.udsuaccess.co.uk and click on the @udsu.org.uk link. • Enter your username (your email without the @udsu.org.uk e.g. belgian.soc or rugby.league) and password. The system uses outlook just like your Unimail. • Please do not attempt to change your password as this will lock you out of the system

  15. Writing professional emails Tips for composing a professional email • Fill in the subject line with a relevant topic (Don't just write please read or Important email as this may come across as Spam and be ignored) • Don't use all capitals (No shouting!) • Avoid text speak e.g. abbreviations and acronyms – LOL, YOLO • Be Polite • Edit and proof read before sending the email • Reply promptly to messages. If you need to find out additional information please send a short message to update the sender • Set up a signature block for your position within the committee e.g... Kind Regards John Smith Secretary University of Derby Darts Club

  16. GOOD LUCK!

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