Main purpose of role: To ensure the PTA runs smoothly and efficiently through the preparation and organisation of the committee’s paperwork and communications Typical responsibilities: l Working with the chair to prepare for and run meetings l Circulating the agenda and reports before meetings and identifying outstanding items from previous meetings l Helping the chair in planning the AGM and preparing the annual report l Managing communication between the committee, volunteers, school and school community, including writing emails, newsletters and social media content, which may involve liaising with school admin staff l Managing all correspondence received by the PTA l Taking minutes during PTA meetings, typing them up and distributing them to committee members once approved by the chair l Maintaining the PTA’s records, including minutes, member contact details and legal documents l Ensuring there are enough committee numbers present at meetings to make up the quorum l Preparing the publicity for events, including flyers, posters and tickets Skills required: l Motivated l Strong communicator l Fast and accurate note-taker


Although chair, treasurer and secretary are the three most common named committee roles, sometimes these are split further to spread the workload. Breaking down roles gives more people the chance to take part, and is especially helpful when you’re struggling to find volunteers with time to commit to a bigger role. They vary from committee to committee depending on the skills of members, but might include some of the below.

Raffle and sponsorship ‘Being a people person

is essential’ ‘I was approached by the PTA as I was very visible on social media and I am a strong communicator. I am good at networking and bringing people together. As secretary I support the chair and

treasurer in all aspects of their roles. I am responsible for ensuring effective communication links between the PTA committee, PTA planning team, school staff and parent community. The role requires excellent organisational,

communication and social media skills. The secretary role in our school is also the face of the PTA, so being a people person is essential. Having an approachable, happy-to-help disposition goes a long way. It’s a busy role and demanding at times, but great fun. It allows you to get to know many of the parents, teachers and children. Our school really values the contribution that the PTA makes, not just financially, but also to building a closer school community. I feel a great sense of achievement in helping raise much-needed funds. The most rewarding part is when you see the children enjoying something new that the PTA has funded.’ Nathalie Dawson, PTA Secretary, St James’ CofE Primary School, Cheltenham, Gloucestershire (420 pupils)

coordinator The main focus of this role is to contact businesses and individuals to see how they can support the school, be it with raffle prizes, sponsorship, volunteering or anything else. They will also make sure licensing is up to date, arrange raffle ticket printing, coordinate the selling of tickets and distribute prizes.

Stores person A stores officer is in charge of the PTA stores, which includes keeping an inventory and making sure items are stored properly and safely. This means the PTA doesn’t spend money on things it already owns, items are used before they go out of date and the PTA store never ends up as an overwhelming mess no-one wants to tackle!

Grants secretary A grants secretary’s role is to research and apply for grants. This involves working with the school and committee to establish what needs funding, finding grants that are suitable for your school, gathering evidence and writing applications. Writing skills

24 AUTUMN 2019


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