PSA Committee Roles and Responsibilities
CHAIR
The Chair provides leadership for the committee, sets the agenda for meetings, and facilitates meetings in line with the agenda. The Chair also serves as the main point of contact with the school’s Senior Leadership Team and Facilities Management.
The Chair should ensure that issues are carefully considered, and an agreement is reached by democratic means. Some committee members will be better at expressing themselves than others; it is important that the chair welcomes contributions from all members of the committee so that everyone feels involved.
The Chair will ensure that all new members feel welcome, and their contributions are valued. The Chair will introduce them to the other members and encourage them to play an active part in the discussions at committee meetings.
To ensure the smooth running of meetings the Chair must remain impartial and make sure that all parties have a voice and the opportunity to participate in decision-making.
The Chair will work closely with the Treasurer and Secretary to ensure that the PSA is run effectively. As an Officer of the Committee, the Chair will be one of designated signatories and can sign cheques on behalf of the PSA along with other designated signatories.
Job function
To ensure that the business of the PSA is conducted in accordance with the wishes of the representatives of the PSA, to uphold the constitution of the PSA, and prepare an annual report for the Annual General Meeting.
Main duties
- Provide leadership
- Set the agenda for meetings
- Welcome new parents to the PSA
- Get to know members of the Committee
- Run meetings in an efficient and timely manner ensuring that everyone is able to contribute
- Agree a date for the next meeting
- Welcome and involve new members
- Write the annual report in cooperation with the Secretary
- Sign cheques for the PSA with one other committee member
- Support with communications, e.g. preparing the PSA newsletter
- Ensure safeguarding by validating those who apply to join the Ashley Down Families Facebook group
SECRETARY
The Secretary ensures that the PSA runs smoothly and provides a link between Committee Members and the PSA, and between the PSA and the School. This requires good organisational and communication skills and being able to stick to deadlines.
Job function
The Secretary is a key committee member as they are responsible for ensuring effective communication links between committee members and between the PSA and the school.
The Secretary deals with all the correspondence that the PSA receives and helps the Chair ensure that committee meetings run smoothly. Building up a good relationship with the School Secretary will help make sure that correspondence, sent to the school, is passed onto the PSA promptly.
As well as dealing with correspondence, following a Committee meeting, the Secretary will need to make bookings and other arrangements for events. Confirm arrangements made by telephone in writing (by letter or e-mail). The Secretary will make arrangements for the Annual General Meeting (AGM) and help the Chair prepare the annual report. The Secretary may also be involved in co-signing cheques on behalf of the PSA.
Main duties:
The Secretary ensures that the PSA runs smoothly and provides a link between Committee Members and the PSA, and between the PSA and the School. This requires good organisational and communication skills and being able to stick to deadlines.
Job function
The Secretary is a key committee member as they are responsible for ensuring effective communication links between committee members and between the PSA and the school.
The Secretary deals with all the correspondence that the PSA receives and helps the Chair ensure that committee meetings run smoothly. Building up a good relationship with the School Secretary will help make sure that correspondence, sent to the school, is passed onto the PSA promptly.
As well as dealing with correspondence, following a Committee meeting, the Secretary will need to make bookings and other arrangements for events. Confirm arrangements made by telephone in writing (by letter or e-mail). The Secretary will make arrangements for the Annual General Meeting (AGM) and help the Chair prepare the annual report. The Secretary may also be involved in co-signing cheques on behalf of the PSA.
Main duties:
- Deal with correspondence.
- Arrange meetings.
- Prepare and distribute agendas.
- Take the minutes of meetings, type them up and distribute them.
- Ensure that enough Committee Members are present to make the meeting quorate.
- Sign cheques as required.
- Write the Annual Report with the Chair.
- Preparation and distribution of newsletters and other communications to parents.
- Preparation of publicity flyers, posters, tickets, etc. for events.
TREASURER
A key role for all committee members is to manage and control the funds the PSA raises. Although all the Committee members have equal responsibility for the control and management of PSA funds the Treasurer plays an important part in helping the committee carry out these duties properly.
Job function
To manage, administer and maintain up-to-date records of all PSA financial transactions.
Main duties
A key role for all committee members is to manage and control the funds the PSA raises. Although all the Committee members have equal responsibility for the control and management of PSA funds the Treasurer plays an important part in helping the committee carry out these duties properly.
Job function
To manage, administer and maintain up-to-date records of all PSA financial transactions.
Main duties
- Day-to-day management of accounts, including issuing bills and receipts on behalf of the PSA and making payments.
- To prepare and update financial ledgers on a regular basis.
- To complete banking transactions on a regular basis.
- To organise floats for fundraising events, collect and reconcile monies raised at these events and report totals raised to the appropriate stakeholders. Money raised at school events will be locked in the school safe after the event.
- To prepare and report financial statements at PSA Meetings.
- To prepare a concise Financial Report for the Annual General Meeting and for submission to the Charity Commission.
EVENTS LEAD
A vital role within the PSA is managing our events calendar.
Job Function
The Events Lead will help to coordinate key fundraising and social events throughout the school year. The events will be run by sub-summit tees and volunteers, rather than the Events Lead.
Main Duties
A vital role within the PSA is managing our events calendar.
Job Function
The Events Lead will help to coordinate key fundraising and social events throughout the school year. The events will be run by sub-summit tees and volunteers, rather than the Events Lead.
Main Duties
- Liaise with the Committee and school to agree key events calendar (ideas and dates), such as the Christmas fair, disco, quiz and end-of-year picnic
- Complete required paperwork for key events
- Help to set-up sub-committees to organise and run key events
- Work with the Communications Lead to finalise details to publicise key events
COMMUNICATIONS LEAD
A vital role within the PSA is promoting and communicating work of the PSA. The Communications Lead must be an excellent communicator both in writing and in person.
Job Function
To communicate and promote the work of the PSA.
Main duties
A vital role within the PSA is promoting and communicating work of the PSA. The Communications Lead must be an excellent communicator both in writing and in person.
Job Function
To communicate and promote the work of the PSA.
Main duties
- Work closely with the school office to circulate information to parents via email, website or text alerts.
- Publicising PSA events and fundraising initiatives, via Facebooks, WhatsApp, and our website.
- Liaising with the local press to get press coverage of PSA events.
- Ensuring posters are displayed around the school in good time.
- Ensuring all information on PSA work is kept current and up-to-date (on the website).
- Prepare PSA newsletter and liaise with school for its inclusion in the school newsletter.
TECHNOLOGY LEAD
Creating and managing the PSA’s digital presence including website, online ticket sales and online donations for the PSA. The Technology Lead must be confident with Content Management Systems (Weebly), online payment systems (PayPal) and donation systems such as JustGiving and PayPal Giving.
Job Function
To create and manage all digital/online aspects of the PSA.
Main duties
Creating and managing the PSA’s digital presence including website, online ticket sales and online donations for the PSA. The Technology Lead must be confident with Content Management Systems (Weebly), online payment systems (PayPal) and donation systems such as JustGiving and PayPal Giving.
Job Function
To create and manage all digital/online aspects of the PSA.
Main duties
- Update and manage the PSA website using the Weebly CMS
- Research tech solutions and recommend options for events
- Use PayPal to manage donations for events
- Send emails to parents using MailChimp
- Organise click and collect events using TicketTailor (for example, to select Christmas Trees)
COMMITTEE MEMBERS / VOLUNTEERS
Committee Members work alongside the Officers.
Main duties
Committee Members work alongside the Officers.
Main duties
- Attends PSA meetings
- Gets involved in planning, owning and running events
- Runs smaller projects
- Encourages participation and enthusiasm for the events organized by the PSA
- We want representation across all year groups. New parents to the school will be warmly welcomed.