Secretary

The Secretary is responsible for the club’s core administrative and governance functions. They ensure the club operates in line with University and UQ Union rules while keeping communication flowing smoothly between the President and the wider executive team.

As the central point for documentation and coordination, the Secretary plays a key role in keeping the club organised, compliant, and running efficiently.

• Prepare meeting agendas and organise meetings in advance
  
  

• Record accurate meeting minutes, including absentees and apologies, and circulate them within three working days
  
  

• Maintain clear communication with executive members regarding tasks and updates
  
  

• Notify the Clubs & Societies Office of any changes to the top three acting executives
  
  

• Ensure the club complies with University and UQ Union rules, regulations, and governance requirements
  
  

• Manage AGM administration, including issuing notice 14 days prior and submitting minutes to relevant platforms and the C&S Manager within 14 days
  
  

• Maintain up-to-date membership records and submit membership lists to the Union twice per year
  
  

• Coordinate room bookings for weekly gatherings and events, liaising with Clubs & Societies at least two weeks before the semester or event
  
  

• Manage volunteer administration, including printing and distributing volunteer certificates