Position Description – NZAGS Treasurer/Secretary
1. Purpose
The purpose of this document is to provide an outline of the responsibilities and duties of
the Treasurer/ Secretary of NZAGS based on the following:
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Expectations of the NZAGS Executive
NZAGS Constitution
Related documents:
Executive Charter & TOR
NZAGS Constitution
NZAGS Executive Committee Charter 2009
Delegations Manual
2. Appointment of Treasurer/Secretary
The tenure of the Treasurer/Secretary is two years, renewable upon election by the
Executive. The appointment is managed through election by the Executive 12 months prior
to taking office.
To be eligible for the position of Treasurer/Secretary, the following criteria must be met:
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Full member of NZAGS
Current Fellow of the College
3. Attributes of the Treasurer/Secretary
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Sufficient time to dedicate to the role - the workload associated with the role of
Treasurer/Secretary can be demanding at certain times of the year, especially prior
to the ASM/AGM. The incumbent will need the flexibility to meet fluctuating
demands on their time to deal with issues directly as they arise. It is expected that
this commitment will be 1 hour per week, rising to 20+ hours during the ASM/AGM.
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Demonstrable knowledge and interest in finance - the role requires an in depth
understanding of financial practices and the practicalities of setting and meeting
budgets.
Capability and willingness - to use (with appropriate training) the Association’s
financial software and online banking systems.
4. Key responsibilities
The following activities are an indicative, but not exhaustive list of the responsibilities of the
Treasurer/Secretary.
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Ensure annual accounts are prepared for AGM
Present Annual Accounts at AGM and provide report for Annual Report
Present and talk to Financial Reports at Executive meetings
Approve creditor payments and expenditure as per section 5.2 of the Delegations
Manual
Regularly review NZAGS balance sheet with Executive Director
Approve budget variations as per section 5.1 of the Delegations Manual
Ensure annual budget is prepared in a timely fashion in consultation with the
Executive Director
Approve depreciation, credit refund and bad debt management as per sections 5.4
and 5.5 of the Delegations Manual
Approve engagement of financial advisors (with the exception of auditors) as per
section 7 of the Delegations Manual.
Take AGM and Executive meeting minutes and ensure appropriate distribution
Act as Secretariat for Executive subcommittees as required
5. Tenure
The role of Secretary is for the maximum of three years. To mitigate the impact of fraud to
the Association, in keeping with good financial practice counter-signatories (of which one is
the Treasurer) should be limited to three years continuous service with this responsibility.
Glossary of terms
NZAGS
“The Association”
AGM
ASM
FRACS
Fellow
“The Executive”
New Zealand Association of General Surgeons
New Zealand Association of General Surgeons
Annual General Meeting
Annual Scientific Meeting
Fellow of the Royal Australasian College of Surgeons
Holder of FRACS
NZAGS Executive Committee
Version control
Version Number
1.0 first draft
Date
Author
26/9/2012 Claire Nicoll
1.1
1.2
3/4/2013
19/2/2014
Claire Nicoll
Claire Nicoll
Document Approval/Review
Approval Date
22/3/2013
Next Review Date
Status
Final
Mar 2015
Amendments
Added in additional responsibilities from
2009 charter
Updated hyperlinks
Limits to counter signature included