Transcript Communication - University of Derby Students` Union

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
Support in
organising
meetings,
events and
admin
Ensuring
documentation is
correct
(constitution,
minutes, agenda)
Delegating
tasks to other
committee
members
Supporting and
leading in
completing
paperwork
Proactive
team
member
Effective
administration
Communicating
information to
members and
the SU
Providing
minutes for
AGM/EGM/
Secretary
meetings
The backbone
of your
society/club!
Update and
maintain
mini-sites
Regular Tasks
What do I do?
 Support with arranging meetings and taking minutes, including AGMs
and EGMs
 Replying to enquiries
 Updating Club/Society information online
 Maintaining accurate records including information about members
 Comply with 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)
 Booking rooms and facilities
 Booking match officials/umpires (AU)
Activity
Qualities & Skills
Qualities and Skills
Building Blocks of a Great Secretary
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
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
Communication
 Communication is key to a successful Club/Society – make
sure all your members know what’s happening.
 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.
Activity
Good vs. Bad Communication
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?
Ensure the email accounts are being
checked regularly throughout the
year.
When responding to messages
ensure you are professional,
respectful and polite.
Responding to Communication
As a Secretary you are responsible for your club/society email account (udsu.org.uk).
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.
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.
Accessing your udsu.org.uk email
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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.
Writing professional emails
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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
Communication Tools
Tools for the Job
• Website: SU, Team Derby
• Online: social media
• Print: posters, flyers
• Magazines: The Phantom
• Broadcast: Phantom TV, Phantom Radio
• Word of mouth
• Physical presence: Atrium
GOOD LUCK!