Volunteer Role Description
SECRETARY
Would you like to use your excellent communication and organisational skills to support your local
Girlguiding team, while making a big difference to girls and volunteers? Volunteering as a Secretary for
Girlguiding could be for you!
Role title/Alternative title: ..................................................................................................
Specialism: ................................................................................................................................
Supported by: ...........................................................................................................................
Suggested time commitment: ..............................................................................................
Length of time in role: ..........................................................................................................
Location: ....................................................................................................................................
If you are interested in this role: .......................................................................................
Girlguiding is the leading charity for girls and young women in the UK. Thanks to the dedication and
support of 100,000 amazing volunteers, we are active in every part of the UK, giving girls and young
women a space where they can be themselves, have fun, build brilliant friendships, gain valuable life
skills and make a positive difference to their lives and their communities.
Our incredible volunteers contribute more than ten million hours to guiding every year. Some give
us a couple of hours here and there – helping out with driving for trips and holidays, fundraising and
events planning, or even doing the annual accounts for local groups. Others give their time as Leaders
or Assistant Leaders for units, providing girls and young women with a space where they can be
themselves. Whatever your skills and interests, and no matter how much time you have to spare,
one of our volunteering roles is bound to suit you.
‘As well as giving the girls amazing opportunities, I feel I’ve also
personally beneted from volunteering. It’s really rewarding for me
and I feel I’ve achieved something great.’
Lisa, Girlguiding volunteer
Caring
Challenging
Inspiring Inclusive
Fun
Empowering
© Girlguiding 2017 www.girlguiding.org.uk Volunteer Role Description
Secretary
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SECRETARY
Level: Unit/District/Division/County
This role description covers all Secretary specialisms including Badge Secretary.
Who can do this role?
Secretaries can be any adult over 18 years old. They should already be, or be willing to become,
a member of Girlguiding.
Do I need a qualication?
You don’t need a specic qualication to undertake this role.
What is the purpose of this role?
To act as a point of contact for the District, Division, County or Country/Region team, often for a
particular area, such as badges or training.
What will I do in the role?
While the list below outlines the responsibilities of a Secretary, you will be working within a wider
team at the same level and responsibilities may vary. Secretaries with a particular specialism will have
additional duties.
General
zz Act as point of contact for members in a specic area, being responsible for ensuring their area is
organised and managed efciently.
zz Order all relevant equipment for the specialism, manage stock and record inventories.
zz Keep accurate nancial records and submit expenses to the designated person.
zz Maintain communication with volunteers in the local area, chasing outstanding bookings or
payments if required.
zz Undertake all relevant training for the role.
zz Set annual budget based on planned activities and events.
Being part of your local guiding area
zz Be part of a local Girlguiding community, by attending local meetings and maintaining a good
relationship with other volunteers.
zz Develop and maintain clear communications with the local Commissioner, if required.
zz Promote local, national and international opportunities available within guiding as well as externally,
and encourage young members to take part.
zz Keep up to date with new resources and programme initiatives, and use them as appropriate.
Being part of Girlguiding
zz Be committed to undertaking relevant training.
zz Learn about the structure of Girlguiding and how your responsibilities and position t within it.
© Girlguiding 2017 www.girlguiding.org.uk Volunteer Role Description
Secretary
2
zz Be willing to learn about Girlguiding’s national and local strategic aims and how these are being
delivered locally.
zz Learn about Girlguiding’s policies and Code of Conduct.
zz Be an ambassador for the values of Girlguiding.
Promoting Girlguiding
zz Promote a positive image of Girlguiding at public events and while taking part in activities outside
the meeting place.
What will Girlguiding do for me?
zz Provide a thorough and appropriate induction to the role and organisation.
zz Help to develop skills and abilities to perform the role by providing relevant training opportunities
(including e-learning where possible).
zz Provide guidance via The Guiding Manual.
zz Provide support and development from fellow volunteers, including a local Commissioner and
Girlguiding Advisers.
zz Host meetings and events to share information at a local level.
zz Reimburse agreed expenses (agreed locally and may differ around the UK).
zz Provide references.
zz Provide a clear complaints procedure and support to resolve problems or disagreements.
Am I right for the role?
Supporting roles in Girlguiding provide essential help to volunteers who work directly with girls and
young women. While we can offer you training and support we would expect you to possess the
personal qualities outlined below.
Personal qualities
zz An open and approachable manner.
zz Reliable and trustworthy.
zz A commitment to ongoing personal development.
Skills and abilities
While these skills and abilities are not essential when starting, they should be developed as part of
the role.
zz Excellent communication skills.
zz Computer literate and comfortable with using databases and email.
zz Good numeracy skills.
zz High level of organisation and ability to work on own initiative.
zz Ability to work as part of a team.
Girlguiding welcomes volunteers of all backgrounds, ages, cultures, faiths and abilities. We are exible,
and volunteering can be arranged to t around a busy lifestyle.
Please note this is a volunteer role; this role description does not form part of any contract
of employment.
© Girlguiding 2017 www.girlguiding.org.uk Volunteer Role Description
Secretary
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