Help Needed - Secretary Role Spec

Overview

The Secretary is the organisational backbone of Shipston Proms, supporting the Chair and committee to keep everything running smoothly. From meetings to event logistics, the Secretary ensures plans are clear, documented, and delivered. This is a great role for someone organised, reliable, and community-minded.

Key Responsibilities

Committee Support

Support the Chair in planning and administration.

Take minutes of committee meetings, type them up, and circulate to all members.

Manage the Proms email inbox alongside the Chair.

Event Coordination (particularly the Last Night)

Arrange parking bay suspensions.

Organise road closures and ensure paperwork is submitted on time.

Book toilets, first aid, and security for the Last Night and other events as required.

Sponsorship & Finance Support

Assist with sponsor liaison and securing new sponsors.

Support the Treasurer as needed with admin tasks.

Assist with cash management at events.

Raffle & Fundraising

Manage raffle ticket distribution and collection during the Proms season.

General Committee Role

Ensure smooth communication between committee members.

Assist with practical arrangements for events across the Proms fortnight.

Skills & Qualities Needed

Excellent organisational and administrative skills.

Strong written and verbal communication.

Reliable and proactive in completing tasks.

Able to juggle multiple responsibilities and deadlines.

Enthusiastic about supporting a community music festival.

Time Commitment

Monthly committee meetings throughout the year.

Regular admin tasks and emails.

More active during the Proms fortnight to support events and logistics.

Why Volunteer?

The Secretary role is central to making Shipston Proms happen. You’ll help bring together the work of the committee, keep everything on track, and play a vital part in ensuring the festival’s success for the whole town.