ULSTER GAA: The role of the club secretary

THE club secretary is the chief administrator of the club and is widely regarded as one of the busiest roles across all associations.

The role requires a high level of dedication, reliability, and strong organisational skills. The secretary works closely with the chairperson, often taking a more active role in the practical running of the Club.

The secretary reports to the club executive committee and the responsibilities of the club secretary cover several areas.

In terms of communication, the secretary liaises with club members and officers, maintains contact with the county secretary, county committee, provincial council and Central Council, and submits nominations and motions to the county convention.

Regarding meetings, the secretary is responsible for preparing for general meetings and the Annual General Meeting, circulating agendas and supporting documents, recording minutes and following up on assigned tasks.

Administration forms a major part of the role. The secretary oversees the day-to-day activities of the club, facilitates official correspondence, maintains records of matches, venues, dates, winners, membership, registration and meeting minutes, manages membership and registration processes.

The secretary also handles club and team affiliations, manages club insurance and the injury fund, administers club games including transfers and team sheets, oversees club property, ensures the safeguarding of children and young people and ensures compliance with data protection requirements. The secretary works closely with county and divisional committees and the board.

In addition, the secretary assists in developing and implementing the club plan.

The role requires a range of skills and knowledge. Strong verbal and written communication, interpersonal skills, leadership, decision-making abilities, strategic thinking, presentation skills and effective time management are essential.

Numerical and analytical skills are also valuable. The secretary should be familiar with the Official Guide and the club constitution and have a clear understanding of the structures, rules, regulations, and procedures of the Association at all levels. A working knowledge of IT systems is also important.

Other essential requirements include having sufficient time to fulfil the role, a genuine interest in the Association and being of good standing within the community.