Secretary Role

ROLE TITLE:Area Secretary. Contact:

RESPONSIBLE TO:Area Chairman (Senior Area Representative)


  1. Enthusiastic

  2. Well organised

  3. Prepared to make a regular time commitment

  4. Able to record meeting decisions clearly and accurately 


  1. To be the ‘principal administrator’ for the area, dealing with all area correspondence, distributing to relevant officers for response where required.

  2. To prepare and distribute the Committee and the Annual General Meeting Agendas.

  3. Keep the Minutes of all Area Committee meetings and the Annual General Meeting and distribute copies.

  4. Keep signed copies of all meeting minutes on file.

  5. Book the ice required for the three Area Competitions, Knock Out, Annual Bonspiel and Championship Competitions.

  6. Publish the draws for the Knock Out, Annual Bonspiel and Championship Competition to the Provinces.

  7. Provide support to the running of the competitions, collecting money, directing teams, etc.

  8. To work alongside the treasurer to see that all affiliation/registration/invoice documents are accurate and are paid on time.

  9. Record all the results of the matches played and determine the winners of the competitions run by the area.

  10. Maintain the trophies of the club and any other artefacts belonging to the club such as previous minute books etc.

  11. Book a venue for the club annual general meeting.

  12. When there is an incoming tour from abroad, there will be additional time and effort required to provide assistance in its organisation.

What else can you tell me about the role?

The Area Secretary is a pivotal role within the area and with the assistance of the Area Representatives should provide the main points of contact for people within and outside the area on just about every aspect of the area’s activities. It is a demanding, high profile role that has a major impact on the efficient and effective management of the area.

As the first point of contact for the area, it is helpful if the Secretary has an active e-mail account as well as a mobile phone. The club is keen to support the Secretary in the use of modern office technology so as to assist them in their job. A dedicated email address is supplied and this gives access to the online Area Data Store. Access to the internet and a web browser is required.

What tasks are involved?

Tasks will include:

  1. Dealing with correspondence.

  2. Organising and booking ice for the season.

  3. Organising and attending the area AGM and other area meetings.

  4. Maintaining a record of the season of matches run by the area.

  5. Engraving trophies with the winners at the end of every season.

  6. Storing all records in the Area Data Store.



The estimated time commitment required as the Secretary of Forth Valley Area is 10 hours per month. This will increase when there is an incoming tour from abroad requiring to be organised.