Risk Assessment and Secretary Training

1. Risk Assessment and Secretary Training

2. Secretary Communicator • Write and send general notices to the society • Notifies members about General meetings • Liaises with Societies Federation about any changes to membership • Assists the Chair in contacting external persons/organisations • Assists with event organisation when deemed necessary Administrator Organiser • Administration of the Society • Monitors and Manages Society Membership • Ensures risk assessments are done for all club activities • Keeps minutes of general and committee meetings • Room Bookings • Ensures Committee Members fulfil their training requirements • Assists the chair in applying for Awards • Ensure all members sign and read Risk assessments

3. Risk Assessments

4. Risk Assessments: When to conduct?

5. How to start a risk assessment

6. What Risks to include: • Concentrate on significant hazards that are likely to happen and could cause significant harm. • A.L.A.R.P In reality this means weighing up the cost and the prevention of the risk

7. Risk Assessments

8. Activity Think about an event of trip your society is thinking about organizing. Now think about the biggest liability in your society. Draw up a list of hazards and how you would manage them.

9. Process for Controlling Risks Most Effective

10. Event Planning After the event Initial Event Idea 1 week before the event During the event Event/Trip Planning Ensure you have informed the Societies Administrator of your trip and completed a risk assessment. Ensure members have signed and read the risk assessment. Collect contact info of participants. Email a passenger list to Societies Administrator at least 5 days before departure. Draw up a trip/event itinerary. Ensure a designated committee member has collected contact numbers. Set a designated meeting place. Travel with a well-stocked first-aid kit. Things to consider: Timing Cost Logistics Research Seek prior consent for any members aged 16-18. Complete any accident forms Review the risk assessment- were the provisions sufficient? Safely destroy any personal data about members which is no longer necessary.

11. Agendas • Set up a standard agenda • Progress Updates • Upcoming Milestones • Budget Update • AOB • Get input from the team • Fit committee members points around the standard agenda. • Start with apologies • Recognise who is not at the meeting • Send out it advance • Best to send agenda at least 3-4 days in advance. • Include location and timings • Make it as easy as possible for people to attend.

12. Actions Past Tense Template Have a template! Type up the minutes straight after the meeting

13. Maintains up to date minutes of all committee meetings. • Notes 'actions' from committee minutes not purely minutes. • Communicates the outcomes of meetings with members in a timely manner. • Notifies members 14 days in advance of any General meetings. • Monitors and manages the membership of the club. • Assists the chair in Societies Award applications. • Regularly reviews risk assessments to ensure society activities are being conducted in a safe manner and appropriate preventative measures are being taken. • Organises the logistics of society and committee meetings Exceptional Society Secretary Exceptional Society Secretary

14. Good Society Secretary • Writes and sends communications to all members of the Society. • Liaises with the Chair to ensure that all risk assessments are done for society activities and trips. • Ensures all relevant members sign risk assessments before participating in a new or external event. • Assists the Chair in contacting external bodies or organisations. • Notifies members at least 7 days before an AGM. • Supports the chair and the committee in any administrative duties. • Uploads minutes to the society website and notifies members of any changes to society activities. • Books meeting rooms with the Societies Administrator. Good Society Secretary

15. Poor Society Secretary Poor Society Secretary • Keeps illegible minutes. • Does not communicate committee meetings with members. • Fails to attend regular meetings. • Fails to inform members about the society AGM. • Does not support the rest of the Society in administrative duties. • Disregards risk assessments and fails to inform the Societies President and Administrator about upcoming trips or events. • Disorganised and poor communication skills.

16. Room bookings • Room Bookings on Campus – There is now a online form which can be found at http://www.lsu.co.uk/societies/room_booking/ • The form will go to myself, the Societies President and Room Bookings. The Chair & the Secretary will be the only people able to submit the form. Rooms Bookings will have a list of the chair & secretaries for each society. • Room bookings will then notify me & I will let the person who submitted the form that their room booking as been confirmed • Room Bookings in the Union - Council Chambers, Board Room etc.. Please email reception@lsu.co.uk • Sports Bookings – Where possible we will try to allocate.. There are two facilities outside Ball Park & Games Park • Booking Room 1, Fusion etc.. For an event, ideally please come in and the appropriate form can be completed.

17. Any Questions?