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NHGS Parents’ Association Roles

CHAIR

TREASURER

Purpose: To lead the committee, ensuring the PA is run in line with its constitution and according to the wishes of all members.

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Responsibilities:

  • Chairs, prepares an update and facilitates meetings
  • Sets the date and agenda for meetings
  • Delegates tasks to committee members
  • Ensures decisions are implemented
  • Welcomes and motivates new volunteers
  • Works directly with designated school contact
  • Writes the annual report for the AGM

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Purpose: Controls the PA funds in line with the committee’s decisions as well as charity law. Makes sure upcoming events are affordable and profitable and reports financial information to the rest of the team. NB: It is possible for this role to be done remotely.

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Responsibilities:

  • Manages the day-to-day finances
  • Keeps a detailed and accurate record of the PA’s financial activity
  • Monthly Treasurers reports at meetings
  • Arranges floats for events
  • Banks takings from events
  • Implements process for making payments and claiming expenses
  • Completes the Charity Commission annual return
  • Gets accounts audited annually
  • Prepares financial report for the Annual General Meeting
  • Checks, communicates and provides payments to the Prize Draw winners

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NHGS Parents’ Association Roles Cont’d

SECRETARY

VICE CHAIR

Purpose: Ensures the PA’s activities run smoothly. Uses communication and organisational skills to arrange meetings, takes minutes and keeps records.

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Responsibilities:

  • Assists chair with planning meetings
  • Communicates with the school and committee members – circulating meeting agenda and minutes
  • Takes minutes at meetings, recording the key points, decisions made and relevant action points
  • Manages communication between the committee, school, school community and volunteers
  • Ensures meetings have enough attendees to form a quorum
  • Keeps records
  • Shares information
  • Helps Chair prepare and takes minutes for the AGM

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Purpose: To support and cover for the Chair in leading the committee, ensuring the PA is run in line with its constitution and according to the wishes of all members.

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Responsibilities:

To step in and support the Chairs activities in their absence (listed below)

  • Chairs and facilitates meetings
  • Sets the date and agenda for meetings
  • Delegates tasks to committee members
  • Ensures decisions are implemented
  • Welcomes and motivates new volunteers
  • Works directly with designated school contact
  • Writes the annual report for the AGM

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NHGS Parents’ Association Roles Cont’d

ACTIVE VOLUNTEERS

Purpose: Complete activities that support the wishes of all members of the PA. Responsibilities will differ between volunteers depending on their availability and skills. Below is a list of examples volunteers might be responsible for. NB: It is possible for some of the tasks below to be carried out remotely without the need to attend meetings.

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Responsibilities:

  • Managing & Updating the PA Website
  • Planning activities
  • Organising volunteers for activities
  • Organising/managing raffles via the online raffle platform GalaBid
  • Attending events to serve refreshments
  • Attending events to host stalls (e.g. at the Christmas Fayre)
  • Setting up for events
  • Clearing up after events
  • Shopping for items required at events
  • Collecting donations in school
  • Requesting and/or collecting raffle prizes
  • Promoting events – in person and/or via social media
  • Monitoring social media activity
  • Adding updates to social media