Devon RFU are seeking a proactive individual with excellent administration and organisational skills to join the small team of volunteers in Devon RFU.  This is a key role in our committee and is a key enabler to our success as a Constituent Body of the RFU.   A full job description is shown below for the purposes of explaining the role.  If you are interested in the role then please submit an expression of interest to either  Simon Fuller at chairman@devonrfu.com or Treve Mitchell atsecretary@devonrfu.com.  Informal discussions are also welcome.  The closing date for any expression of interest is 31^st May 2024.

Job Description – Devon CB Honorary Secretary

The Honorary Secretary of Devon RFU is a member of the Executive Committee.  The appointment of the Honorary Secretary is for one year, however, there is no restriction on the number of years anyone may serve as a member of the Executive Committee pending re-election at the Devon RFU AGM.   The Honorary Secretary may hold another office in the CB.

Purpose:

As one of the 3 main officers of the CB, together with the Chairperson and the Treasurer, the primary duty of the Secretary is to act as the principal administrator for the CB.  This includes overseeing the general running of the CB and acting as the main communications link between internal and external stakeholders, such as the Executive Committee, subcommittees, clubs and the RFU.

Key aspects of the role:

1. Administration and management of records.  Manage and record all inward and outward correspondence, making sure necessary actions are followed up and that insurance and legal matters are dealt with promptly. Maintain accurate records of member club officials and liaise with the CB Data Officer to ensure that GMS records are kept up to date. Liaise with the CB Volunteer Coordinator, to ensure that records are kept of volunteers receiving RFU money and those who are nominated and receive volunteer recognition and reward. Manage the safe storage of historical documents.
2. Planning, organising and supporting meetings.  Produce, in consultation with relevant committee members, an annual plan of dates and venues for Executive, General and sub-committee meetings and organise additional meetings as and when required. Obtain reports from sub-committee chairs and provide them to the appropriate meetings. Prior to meetings, prepare and circulate information including agenda, minutes and other associated paperwork. Ensure appropriate minutes are taken at each Executive, General and sub- committee meeting.
3. Communications with stakeholders.  Manage internal communications promptly and efficiently, and act as first point of contact between the CB and member clubs, being able to provide advice and guidance as required. Issue invitations to CB events and collate responses. Administer the PFR requirements as defined by the RFU and provide the RFU with any financial information relating to the CB which may be required. Via the Age Grade Committee give approval for Tours, Tournaments or Playing Out of Age Grade applications.

Experience, Knowledge, Skills and competencies required:

• Well-organised with accurate and efficient IT and administration skills
• Conscientious and accurate record keeper
• Conversant with meeting procedures, minute taking etc
• Ability to delegate where necessary
• Confident with excellent interpersonal skill

• Able to work with and provide guidance to an administrator (if employed)