Could the current committee please write up a mini job description please?  I have copied on what PTA UK say - very long!, and also copied from my favourite PTA site - Tiffin Parents.  Maybe just have a fiddle, cutting and pasting and making something that sounds FFBS focused, and not too scarey!

I am meeting with Meriel and Deborah on Tuesday, and the first Friends Newsletter will go out soon after that, so this needs to be done by then if that's OK.

Sal


Committee - draft page

ROLE OF CHAIR - PTA UK

However informally or formally your PTA operates, it’s best practice to have the role of Chair filled. If your Chair leaves mid-year, or you’re finding it difficult to recruit someone into the role, the job can be done by other committee members taking it in turns to chair your meetings.
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Main purpose of the role

The Chair directs your meetings, making sure everyone’s views are heard and everyone is involved in the meeting. He or she should make sure all committee members are familiar with the association’s constitution, and their role and responsibilities as a committee member and trustee (all committee members are automatically trustees of the association).

Duties and key responsibilities
  • Prepares for meetings (with the Secretary)
  • Invites committee members, parents and staff
  • Suggests items for the agenda
  • Identifies outstanding items from last meeting
  • Prepares introductions for any new members attending
  • Sets the ground rules for meetings and makes sure they are inclusive and efficient
  • Delegates tasks to other members and volunteers, and checks they are completed
  • Liaises with the school and requests a ‘wish list’ for the committee to agree what to fund
  • Ensures the committee fulfils its role in respect of governance of the association as set out in the constitution, for example holding an AGM, election of committee, ensuring annual returns are completed if charity commission registered
  • Ensures any decisions made are clear, fit the objects of the constitution, and by agreement of the committee
  • Writes the annual report for the association (with the Secretary)
  • Is a signatory on the PTA bank account (along with at least one other committee member)



Key skills
  • Confident and assertive –able to control meetings and call to order when necessary, making sure everyone has an opportunity to speak.
  • Ability to remain impartial – make sure contributions are brief and ensure everyone’s views are respected.
  • Calm, friendly and approachable – as the main point of contact for the PTA for the school and parents the Chair must be inclusive and make sure everyone feels welcome.
  • Organised and able to delegate – most PTAs have lots of activities going on and the Chair should make sure the workload is shared and tasks are complete as agreed.

CHAIR - TIFFIN PARENTS SITE

ChairJob of Chair includes :

1) Taking chair at regular Committee Meetings, agree the agenda and conduct the meeting to try and ensure the agenda is followed, and outcomes are recorded, and the meeting finishes on time so Caretaker can lock up 

2) Liaising subsequently with Secretary to agree Minutes prior to distribution to Committee members

 3) Attending all School functions whenever requested by School staff and speaking at:
  • Year 7 prospectus evening
  • Year 7 Settling In evening
  • Speech Day
 4) Leading debate on strategic initiatives for fundraising, event planning, and agreeing sub-committees’ formation where required

 5) Attending subcommittee meetings regarding finance where required.

 6) Establishing Budgets for Events, and signing cheques with Treasurer or other Officer

 7) Ensuring compliance with Constitution.

 8) For Annual General Meeting – circulating forms for nominations of: 
Officers, Committee members, co-opted helpers

 9) Keeping one (of two) keys to the “TPA Store” 

 10) Ensuring Charity Commission returns are filed and acting as a Trustee 
(with personal liability) for the charity

 11) Assisting Treasurer with annual audit requirements
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 12) Liaison with other parental groups (FoTM, Boats, TiPRA) and with CBS Committee
 Gosh this sounds sooo similair to me, mine will be easy to do!  Sal

COMMUNICATIONS

ROLE OF COMMUNICATIONS OFFICER - TIFFIN PARENTS SITE

The person currently doing this job is me, Ed Fawssett. My son is now in the sixth form, and with other volunteer roles, I must hand over during this 2016/7 school year to another parent. 

I've put up this website, which may sound tricky (if you don't have a technical background) but actually isn't. It's on a platform called Jimdo which, essentially, let's you type stuff in boxes without knowing anything about code. 

I also send out the emails from the TPA, writing them myself, or using content supplied by other committee members. I've chosen to do these through Mailchimp which lets you use pictures, and shows who has opened what. Again, it's pretty easy to use. Sometimes the school supports us directly by sending reminder emails on our behalf through their system. 

Other bits and pieces include photography for the site, a survey to gauge parents' views about the TPA and the TPA Facebook page. These are useful, but not an indispensable part of the role. Ideally, we'd get a group of parents contributing content to the FB page. There's real interest in the extra curricular life of the school - sports matches, tours, musical performances - but any one parent can only attend some of these. 

I have also looked after easyfundraising the online donation scheme that has so far raised over £4000 for the school. This isn't hugely arduous in itself and mostly involves emailing parents to persuade them to sign up. However, it might be better if it was a separate role. 
Communications Officer works well for someone who (like me) doesn't live near the school, because apart from showing up for committee meetings, the work can be done from home. Let me know if you are interested - just click the email button. I will get the email - so that's another small part of the role. 

SECRETARY ROLE

ROLE OF SECRETARY - PTA UK

Main purpose of the role
​The Secretary supports the Chair to build effective communication links between the school and the association and maintains accurate records (see below).
Duties and key responsibilities
  • Prepares for meetings (with the Chair)
    1. Arranges a suitable venue
    1. Invites committee members, parents and staff
    1. Suggests items for the agenda
    1. Circulates the agenda and reports before the meeting
    1. Identifies outstanding items from last meeting
    1. Helps the Chair keep meetings on track
  • Takes minutes at meetings, recording attendance, action points, decisions and proposals
  • Circulates approved minutes, along with a reminder of any actions agreed
  • Maintains association records
    1. Committee member contact details
    1. Minutes of meetings
  • Updates trustee details with Charity Commission (as appropriate)
  • Assists the Chair writing the annual report for the association
  • May be a signatory on the PTA bank account (along with at least one other committee member)
  • Handles written and email correspondence received for the association
Key skills
  • Organised and efficient – keeps accurate records in a format that can easily be handed over to successor.
  • Good listener – able to identify key discussion points, actions and agreements at meetings to accurately record in minutes.
  • Calm, friendly and approachable –able to communicate confidently with the school and committee.

SECRETARY - TIFFIN PARENTS SITE

SecretaryJob of Hon Secretary includes :

1) Attending meetings, taking minutes, agreeing them with fellow Officers and then distributing to class reps (by email)

2) Booking room for termly TPA meetings (1 per term)

3) Annual review of Committee Membership and its maintenance

4) Printing Agenda for each Committee meeting (check with Chair)
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5) Circulating lists at Committee meetings to check rota of volunteers for:
•   Car Boot Sales 
•   Social events – eg Year 7 settling in
•   Trading Post

6) Applying for Temporary Event Notice licences from Kingston Borough Council.

TREASURER ROLE 

ROLE OF TREASURER - PTA UK

Role of Treasurer

Although all committee members have equal responsibility for the control and management of PTA funds, the treasurer has an important role, making sure these duties are carried out properly.
Main purpose of the roleThe Treasurer ensures accurate financial records are kept and best practice procedures are followed for counting money, banking and making payments. He or she should keep the committee updated with regular reports, and ensure end of year reports are completed for the association’s AGM and (if applicable) the Charity Commission annual return.

​Duties and key responsibilities
  • Keeps up to date and accurate financial records.
  • Presents financial updates at each committee meeting.
  • Manages the PTA bank account and holds the association cheque book.
  • Arranges changes of signatories on the association bank account.
  • Ensures best practice procedures for counting and banking money after events are in place and followed.
  • Makes approved payments.
  • Ensures procedures for making approved payments and claiming approved expenses are followed by all committee members.
  • Prepares annual treasurers report for AGM and arranges an independent examination of the association accounts.
  • Completes the Charity Commission annual return.
  • Manages Gift Aid (or assists the committee member responsible for managing Gift Aid).
Key skills
  • Basic understanding of book keeping – able to maintain accurate records of income and expenditure.
  • Organised with an eye for detail – big events involve counting a lot of small change. The Treasurer leads the ‘money’ team, making up floats and collecting money from various stalls.
  • Calm, approachable and a team player – it’s a busy role. The Treasurer must be able to remain calm during busy times, and ensure he or she does not work in isolation by communicating regularly with the rest of the committee.
For more Treasurer’s information and simple accounting templates, please read our ‘Good Practice Guide for Treasurers’ here.

TREASURER - TIFFIN PARENTS SITE

Treasurer Responsibilities comprise:

1) Attending all committee meetings, including fundraising sub-committee meetings where appropriate.

2) Assist other Officers in the preparation of Budgets for Events etc 

3) Maintain cash records, collect ticket requests/monies

4) Maintain TPA’s bank accounts, with two Officers as Authorised 
Signatories

5) Attend and/or arrange for float money to be available for events and functions, and keep records of costs expended

6) Prepare annual statements of account for TPA ready for auditing by an auditor who may be (but need not be) a Member or Associate Member of the Association

7) With the Chair, be a Trustee of the Association as a registered 
Charity (with personal legal liability), and prepare and submit annual returns as required by the Charity Commission

8) Maintenance of TPA’s various organisational memberships (e.g. 
NGSA, NCPTA, etc)