Monday, January 24, 2011

Characteristics of a good EKSAH AB secretary

The role of Secretary of a EKSAH Committee can be key to the efficient functioning of the EKSAH, particularly in organisations with few or no paid staff members. Below are some of the qualities, skills and knowledge which should be demonstrated by those carrying out this role.

Quality, skills & knowledge

A good EKSAH Secretary will:
• be methodical, with a good eye for detail;
• be well organised, with an orderly mind;
• bring objectivity to the proceedings;
• deal promptly with correspondence;
• be able to take accurate notes of meetings;
• make sure members receive all the necessary material;
• bring the necessary material to the meeting;
• work well with the Tuan Pengerusi=)
• ensure quorum is met for meetings; and
• have knowledge or experience or willing to learn of committee procedures.

Do's and Don'ts

A good Secretary will:
• Be organised.
• Keep copies of all correspondence.
• Check quorum is met for meetings.
• Respect confidentiality.
• Work closely with the Tuan Pengerusi.
• Make it easy for others to take over by keeping clear records.
• Prepare for meetings well in advance.
• Summarise discussions effectively.
• Keep other Ahli Eksah informed.

A good Secretary will NOT:
• Ignore correspondence.
• Keep information to her/himself.
• Be late for meetings.
• Throw away important papers.
• Write down unimportant details of all discussions at every meeting.
• Rely on his/her memory.
• Repeat private conversations.
• Organise meetings at the last minute.
• Ensure accurate minutes of meetings are kept.

S.U EKSAH should:

*Remind appointment / schedule much ahead of time.
*Retrieves documents, contacts etc. within time.
*Have minimum typo / grammar mistakes on letters / memos.
*Sends and receives Email for EKSAH.
*Can research on the Internet for EKSAH on any given topic.
*Maintain a positive attitude under pressure.
*Has a better memory than Pengerusi-=).

p/s: this entry is not particularly for S.U EKSAH only but for those who are willing to learn to do things in an organised manner.Good Luck n Allah's Bless=)


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