Risk Assessment and
Secretary Training
Secretary
Communicator
• Write and send general notices to the society
• Notifies members about General meetings
• Liaises with Societies Federation about any changes to membership
• Assists the Chair in contacting external persons/organisations
• Assists with event organisation when deemed necessary
Administrator
• Administration of the
Society
• Monitors and Manages
Society Membership
• Ensures risk assessments
are done for all club
activities
• Keeps minutes of general
and committee meetings
Organiser
• Room Bookings
• Ensures Committee
Members fulfil their training
requirements
• Assists the chair in applying
for Awards
• Ensure all members sign
and read Risk assessments
Risk Assessments
Risk Assessment
is……
• An action plan of how to
deal with hazards and risks
• A way of ensuring you have
a course of action to lessen
the impact of any hazards.
Hazard
• Anything that can cause
harm
• Equipment, slippery
surfaces, drunk students.
Risk
• The chance or likelihood
that someone will be
harmed by the hazard
Risk Assessments: When to conduct?
Keep for 40 years
Do not overwrite save
a new version
Before you run a new
trip or event
Review after time
(annually)
Ensure that current
risk assessments are
passed onto incoming
committees. Consider
setting up a Dropbox
or buy a Society USB.
Review during the
event- were the
preventative
measures in place
sufficient?
If any new hazards
are identified update
the Risk Assessment
How to start a risk assessment
Identify
Hazards
Review and
Revise
Evaluate the
sufficiency of
current
precautionary
measures
Decide who
might be
harmed and
how
Evaluate
severity and
likelihood of
current risks
What Risks to include:
• Concentrate on significant hazards that are likely to happen and could
cause significant harm.
• A.L.A.R.P In reality this means weighing up the cost and the prevention of
the risk
Hazards
Noise
Alcohol
Electricity
Bus Accident
Broken Glass
Allergic Reactions to food
People getting left behind
Spilt Drinks- slipping Hazard
Fire
Extreme Weather Conditions
Injuries/Illness
Risk Assessments
Activity
Think about an event of trip your society
is thinking about organizing.
Now think about the biggest liability in
your society. Draw up a list of hazards and
how you would manage them.
Process for Controlling Risks
Elimination
Remove the hazard completely if it is seen as too dangerous.
Substitution
Use something less risky
Containing
Prevent access to a hazard
Reducing
Exposure
Limit times
Training and
Supervision
Make sure people follow procedures.
PPE
Wear protective equipment for where there is a risk that
cannot be controlled in other ways.
Welfare
Facilities
Washing or first aid for quick treatment of injuryprevention is better!
Most
Effective
Event Planning
Initial Event
Idea
1 week before the
event
During the
event
After the
event
Event/Trip Planning
Things to consider:
Timing
Cost
Logistics
Research
Seek prior consent for
any members aged 16-
Ensure you have informed the
Societies Administrator of your trip
and completed a risk assessment.
Ensure members have signed and
read the risk assessment.
Collect contact info of participants.
Email a passenger list to Societies
Administrator at least 5 days before
departure.
Draw up a trip/event itinerary.
Ensure a designated
committee member has
collected contact numbers.
Set a designated meeting
place.
Travel with a well-stocked
first-aid kit.
Complete any accident
forms
Review the risk
assessment- were the
provisions sufficient?
Safely destroy any
personal data about
members which is no
longer necessary.
Agendas
Set up a standard agenda
• Progress Updates
• Upcoming Milestones
• Budget Update
• AOB
Get input from the team
• Fit committee members points around the
standard agenda.
Start with apologies
• Recognise who is not at the meeting
Send out it advance
• Best to send agenda at least 3-4 days in
advance.
Include location and timings
• Make it as easy as possible for people to
attend.
Actions
Past Tense
Template
Have a
template!
Type up the
minutes
straight after
the meeting
Exceptional Society Secretary
•Maintains up to date minutes of all committee meetings.
•Notes 'actions' from committee minutes not purely minutes.
•Communicates the outcomes of meetings with members in a timely manner.
Exceptional
Society Secretary •Notifies members 14 days in advance of any General meetings.
•Monitors and manages the membership of the club.
•Assists the chair in Societies Award applications.
•Regularly reviews risk assessments to ensure society activities are being conducted in a safe
manner and appropriate preventative measures are being taken.
•Organises the logistics of society and committee meetings
Good Society Secretary
Good Society
Secretary
•Writes and sends communications to all members of the Society.
•Liaises with the Chair to ensure that all risk assessments are done for society activities and
trips.
•Ensures all relevant members sign risk assessments before participating in a new or external
event.
•Assists the Chair in contacting external bodies or organisations.
•Notifies members at least 7 days before an AGM.
•Supports the chair and the committee in any administrative duties.
•Uploads minutes to the society website and notifies members of any changes to society
activities.
•Books meeting rooms with the Societies Administrator.
Poor Society Secretary
Poor
Society Secretary
•Keeps illegible minutes.
•Does not communicate committee meetings with members.
•Fails to attend regular meetings.
•Fails to inform members about the society AGM.
•Does not support the rest of the Society in administrative duties.
•Disregards risk assessments and fails to inform the Societies President and
Administrator about upcoming trips or events.
•Disorganised and poor communication skills.
ROOM BOOKINGS
• Room Bookings on Campus – There is now a online form which can
be found at http://www.lsu.co.uk/societies/room_booking/
• The form will go to myself, the Societies President and Room
Bookings. The Chair & the Secretary will be the only people able to
submit the form. Rooms Bookings will have a list of the chair &
secretaries for each society.
• Room bookings will then notify me & I will let the person who
submitted the form that their room booking as been confirmed
• Room Bookings in the Union - Council Chambers, Board Room etc..
Please email reception@lsu.co.uk
• Sports Bookings – Where possible we will try to allocate.. There are
two facilities outside Ball Park & Games Park
• Booking Room 1, Fusion etc.. For an event, ideally please come in
and the appropriate form can be completed.
Any Questions?