The club Secretary usually covers the Swimming Clubs administration activities.

The Secretary is the chief administration officer of the club. This person provides the coordination link between members, the club executive committee and outside agencies, eg, another local club.

An effective secretary is someone who:

  • Can communicate effectively
  • Can think clearly and positively
  • Can maintain confidentiality on relevant matters
  • Can manage and supervise others, (in relation to secretarial duties)
  • Can organise and delegate tasks Is enthusiastic and dedicated to the club and its members
  • Has a firm knowledge of the club’s rules and constitution

Roles and Responsibilites

  • Ensure meetings are effectively organised and minuted
    • including preparing and circulating meeting agendas, and taking meeting minutes
  • Maintain club administrative records
  • Act as the custodian of club’s governing documents
  • Uphold legal requirements and regulatory obligations
  • Respond to club correspondence and forward correspondence on to the relevant people within your club
  • Keep a record of correspondence


  • Organisational ability
  • Experience with committee procedures
  • Minute-taking experience
  • Good communication and interpersonal skills
  • Impartiality, fairness and the ability to respect confidences
  • Approachable
  • Able to work well with the President and other committee members