Guidance on the roles and responsibilities of key committee positions

Transcription

1 Guidance on the roles and responsibilities of key committee positions The role of the Branch Chairperson The branch Chairperson must be an AAT full member. They are required to lead and guide the branch and ensure its work is carried out sensitively and effectively. They must maintain good communications between the committee, branch members and the HO.The branch chair will rely on the help and support of the branch secretary and members of the branch committee. In addition, every branch should rotate the key position of Chairperson after three years continuous service as This is a generic description for the volunteer role of branch Chairperson. Commitment requirements may vary slightly from branch to branch. This role could be shared with another member of the committee in a Vice Chair capacity. Approximately six hours per month. These mainly form attendance at branch meetings and occasional events. providing drive and leadership to the branch to ensure the branch fulfils the primary and secondary objectives outlined in the branch network agreement to ensure committee meetings take place regularly(at least four times a year) to produce an annual report for the branch annual general meeting (AGM) to ensure full involvement of committee members through discussions and decision making to remain impartial in the decision making process to ensure the branch work is organised taking into consideration committee members' strengths, and the needs of the local AAT community attending local functions on behalf of AAT ensure a smooth handover to the next Chairperson.

2 The role of the Branch Secretary The branch Secretary must be an AAT full member. If a vacancy occurs in the office of Branch Secretary, the branch committee may appoint an acting secretary to the role as soon as possible. The role should provide secretarial support to the branch committee and is responsible for effective communications within the branch. In addition, every branch should rotate the key position of Secretary after three years continuous service as This is a generic description for the volunteer role of branch Secretary. Commitment requirements may vary slightly from branch to branch and the role can be shared with other members of the committee. : Approximately five hours per month. These are flexible with attendance at committee meetings being additional and as pre-arranged and agreed as a committee. deal with the correspondence of the committee and its meetings send copies of agenda, minutes etc. to act as the local contact for enquiries and correspondence return branch attendance lists to HO within five days supervise the general administration of the branch book venues and speakers (or delegate this to other members of the committee) receive correspondence from AAT HO and brief committee members act as the main contact for the branch (contact details are entered on the relevant branch web page, Accounting Technician etc.) delegate tasks to other relevant members of the committee and look to succession planning by training others in aspects of the role report to HO immediately, any legal proceedings initiated or threatened against the branch and/or its officers. report to the HO any grievance procedure undertaken, or notified, against the branch ensure a smooth handover to the next Secretary Maintain and retain the following records: annual reports and minutes of AGM meetings (three years) committee meeting minutes (three years) general correspondence (two years) ensure that the attendance list is completed and advise of the number of attendees if required ensure that, although feedback forms are optional, they are available at branch events, and be proactive on the night to collect as many completed forms as possible

3 The role of the Branch Treasurer The branch Treasurer must be an AAT full member. The Branch Treasurer must provide accounting support to the branch, to ensure that financial transactions are recorded accurately and in time for meetings such as committee meetings and the annual general meeting. In addition, every branch should rotate the key position of Treasurer after three years continuous service as This is a generic description for the volunteer role of Branch Treasurer. Commitment requirements may vary slightly from branch to branch. with attendance at committee meetings being additional and as pre-arranged and agreed as a committee. submit branch financial information to HO as required. keep the committee informed of the branch=s financial position, to ensure that there are sufficient funds available to meet forthcoming expenditure and that any planned expenditure will remain within the branch budget prepare the annual budget estimate actively seek input from committee members as to the funds required for yearly programme of events submit an independently checked annual return to HO by the end of April of the following year re-forecast budget in time to meet HO s timeframe.. ensure a smooth handover to the next Treasurer

4 The role of the Branch Publicity Officer The branch Publicity Officer is to act as main contact for the AAT on all branch events and to actively publicise branch activities to AAT members and the wider business community. This is a generic description for the volunteer role of Branch Publicity Officer. Commitment requirements may vary slightly from branch to branch. with attendance at committee meetings being additional and as pre-arranged and agreed as a committee. act as main point of contact to work with HO to ensure that branch events are publicised appropriately online and in the Engage e-newsletter and Accounting Technician. to encourage and promote ideas for publicity and other marketing activities for the branch in partnership with HO. report to the HO any serious adverse media coverage, or pertinent public issues, which might affect the reputation or image of AAT or its members to liaise with the treasurer to ensure that funding is available and agreed for branch events. to act as main contact for the publicity activities for the branch, liaising with HO as required on marketing matters. actively publicise the branch through all medias available, be this social or business networking and other forms explore new ways to engage with members in the branches area in partnership with HO.. ensure a smooth handover to the next Publicity Officer If any of the above points interest you, the Publicity Officer could be the role for you! In our efforts to increase branch engagement and attendance figures, we are always looking for ways to promote branch activity. Other requirements: The publicity officer should have good writing skills, and the ability to communicate with the local media. He or she should be able to spot items of interest within and outside the AAT that could form the basis of a press release.

5 The role of the branch Student Liaison Officer The branch Student Liaison Officer is the main contact for local training providers and student members. This is a generic description for the volunteer role of Student Liaison Officer. Commitment requirements may vary slightly from branch to branch. with attendance at committee meetings and training providers being additional and as pre-arranged and agreed as a committee. to build links with local training providers to promote branch activities and benefits of full membership and staying in touch regularly to offer support to help contribute to increasing full membership conversion rates to help improve support for level 3 and 4 students and affiliate members enhancing relationships with training providers to act as the main contact for enquiries and correspondence for students wanting advice about full membership to visit training providers to promote full membership at career progression events or in-class. to attend achievement award ceremonies at training providers to promote full membership to keep HO informed of all activities the branch has with training providers and provide feedback from student events so that they can be followed up ensure a smooth handover to the next Student Liaison Officer. Other requirements: good presentation and communication skills knowledge of the benefits and services for AAT full and fellow members knowledge of the full membership application requirements and processes.