MANAGING YOUR PTA – Roles and responsibilities

Assist the big three

Putting it into practice ‘This was my first year as chair, and we’ve introduced a lot of changes, including rolling out the Classlist app, reactivating our social media pages and producing a termly newsletter. We felt the best way to deal with the additional workload was to allocate new committee roles. We introduced a ticket ambassador to manage all ticket sales, including those made online, and allocate and distribute tickets. Our social media ambassador deals with all social media platform updates and

are crucial and a fundraising background would be beneficial.

Year reps Year group reps are a visible point of contact between parents and the PTA. They can help to spread messages more locally and mean the rest of the committee isn’t spreading itself too thin in reaching out to the community. It also means all year groups are represented. Year reps are key in securing volunteers for events.

Publicity officer A publicity officer handles all of the PTA’s publicity for events, activities and fundraising initiatives. This includes the PTA website, emails, social media, posters, flyers and banners. It may also involve liaising

posts, and our newsletter ambassador collects all the information and compiles each newsletter. This has made things more organised and means that it isn’t left to the chair to do all three jobs in one. Our committee has welcomed these changes and roles, as they give more people the chance to have a structured role in the committee and show off their different strengths.’ Zarifa Dewey, chair, St. Aidan’s School Association, St. Aidan’s Primary School, Coulsdon, Surrey (220 pupils)

with the local press and writing press releases. Good writing and design skills are vital to ensure your advertising material is engaging and exciting.

Lottery organiser A monthly school lottery or 100 club is a simple way to have a steady flow of income. It can be the responsibility of one person to set it up, promote it to the community, organise and oversee payments and draw the monthly winner.

Remember Having too many

While all of these roles help relieve the workload of the main roles and keep the PTA running smoothly, there are some specific jobs that work more closely with the chair, treasurer and secretary.

Vice/co-chair The vice or co-chair can support the chair in their role and also take over in their absence. The role involves working closely with the chair in their work, including running meetings, encouraging volunteer participation and organising events.

named roles can mean

Assistant treasurer An assistant treasurer is a huge help in making sure money is stored safely during and after events. They can work with the treasurer during big events, with one person going around and skimming the big notes from the floats and the other guarding the money.

more people need to attend your meeting for it to be quorate, as a certain number of named roles have to be there.

Communications secretary A communications secretary

Second-hand uniform

coordinator Second-hand sales are great moneymakers while providing a service to parents and preventing waste. A second-hand uniform coordinator takes in unwanted uniform, washes it, mends it (if necessary) and then sells it on.

Bake sale coordinator A bake sale coordinator organises the dates and timings of your fundraising sales and seeks cake donations. They ensure sales are run safely and hygienically and coordinate the collection of product donations on the day. They may also make some themselves, with the cost of ingredients usually being covered by PTA funds.

relieves some of the secretary’s workload by taking on the communications aspect of their role. This includes being in charge of the PTA’s online accounts, which may include Facebook and Twitter, plus emails, newsletters and noticeboards.

Skills audit It’s all too easy for talented parents who are perfect for these roles to slip under the radar, which is why we’ve created our parents’ questionnaire. It’s a simple form for parents to fill in that will allow you to find out about their skills, connections and opinions of the PTA. Not only will it indicate what job roles might suit them, but also whether they are employed by a company that offers match funding, sponsorship or raffle prizes, and what events they would be interested in attending. Visit running-a-pta/boosting-support/parents- questionnaire to find our editable form, which you can use to find out what skills may be lurking in your PTA community. AUTUMN 2019 25

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