Committee Roles

 

Committee Roles

If you have just been elected to a Club or Society Committee - congrats!

Check out our handy guides below to find out what your roles and responsibilities are. We want to make it as easy for you as possible. After all, your Club or Society is an opportunity for you to make friends, learn new skills, and have some craic at Queen’s.

President/Chairperson/Captain

You are responsible for the overall running of your Club or Society. You are the spokesperson and representative! It’s a biggie – but don’t worry, we’ll help you out. 

In a nutshell, you:

  • Are everyone’s go to guy or gal
  • Need to be able to communicate with your members, the Students’ Union and sometimes the University
  • Need to know the Constitution of your Club or Society – this will mean you’re down with the rules and be able to help your members in any situation
  • Are the Manager of your Club or Society. You need to ensure that the rest of the Committee members fulfil their roles
  • Are responsible for the decision making of your Club or Society, along with the rest of the Committee
  • Need to make sure you are involved and always informed as to the present activities, personnel, events, and financial position of your Club or Society
  • Manage the running of your Club’s Annual General Meeting to ensure that it runs smoothly, presentations are made, and a vote is properly conducted
  • Need to become a signatory for your Club or Society. This means you must sign off any spend. Contact Niall, your Clubs and Societies Support Officer for all the details. Don’t forget to bring your Student ID Card.

In some Sports Clubs, the Captain assumes the duties of the President/Chairperson.

Treasurer

You play a vital role in the financial management of your Club or Society and must report to the members, Committee, and the Sports Forum where required, on the accountability of your Club or Society. Don’t worry, you will have an assistant to help you out.

In a nutshell, you: 

  • Maintain accurate financial records and prepare a budget at the beginning of the year
  • Prepare a budget for the forthcoming year describing all sources of projected income and expenditure
  • Authorise and be accountable for all petty cash transactions
  • Help your Club or Society be financially responsible
  • Present reports to the rest of the Committee and to members at the Annual General Meeting
  • Prepare grant applications and keep track of any spend
  • Make sure the books are always up to date and can be presented at any time
  • Meet with the Secretary to make sure there is enough cash left in the pot at the end of the year to pay for the basic admin costs of your Club or Society until the start of the next academic year
  • Need to become a signatory for your Club or Society. This means you must sign off any spend. Contact Niall, your Clubs and Societies Support Officer for all the details. Don’t forget to bring your Student ID Card.

Secretary

You’re responsible for all the administration. That may sound dull but it’s not!

In a nutshell, you:

  • Are the face of your Club & Society and the first point of contact for any newbies. Bonus - you get to meet all the new members first! Looking after members is a key part of your role. You will sign up all new members, make them feel welcome, collect their fee, and forward it to the Treasurer
  • Keep the membership list up to date
  • Act as a communicator between all members and the Committee
  • Feed back all the great ideas from all members and see those ideas come to life in your Club or Society
  • Take the minutes for meetings and prepare and distribute to all members
  • Submit the minutes of your AGM to the Sports Forum as required
  • Keep an up to date copy of your Constitution and any other records
  • Let the Student Activities Officer know immediately of any changes to your Executive
  • Attend to all correspondence for and on behalf of your Club or Society
  • Action all the decisions of the Committee
  • Do all the filing
  • Prepare the Annual Report for distribution at the AGM and submission with your Grant Application
  • Meet with the Treasurer to make sure there is enough cash left in the pot at the end of the year to pay for the basic admin costs of your Club or Society until the start of the next academic year
  • Need to become a signatory for your Club or Society. This means you must sign off any spend. Contact Niall, your Clubs and Societies Support Officer for all the details. Don’t forget to bring your Student ID Card.

Other Committee Roles

There are lots of other Committee roles in your Club or Society: 

  • Social Secretary
  • Inclusion Officer
  • Training Officer
  • Vice Chairperson
  • Events Manager
  • Transport Officer
  • Health & Safety Officer
  • Manager
  • Advertising Manager
  • Promo/PR