Great Glen

Volunteer Roles

Committee Roles

The Officers are Chairman, Vice Chairman, Business Secretary and Treasurer.

The Chairman provides leadership and ensures that the charitable objectives and guiding principles of the U3A are maintained.
Key tasks include Chairing Committee Meetings and the General Meetings. The Chairman also represents Great Glen U3A at Local/Regional and National Events as required. An important role is to listen to members and respond to concerns and suggestions.

Provide support and backup to the Chairman at all times and to deputise for the Chairman when required.

Business Secretary
Main contact for the Third Age Trust and the Leicstershire Network.
The Secretary is the person most involved in the practical organisation of the U3A. The Chairman and Secretary need to work closely together to ensure that correct procedures and effective communication are in place.
Minute Secretary.
Ensures policies are reviewed according to the review timetable.

• Receives or banks all income from Group Activities.
• Pays invoices through bank transfer or via cheque, including fees to The Third Age Trust, equipment purchases and rent for group activities.
• Reconciles income and expenditure with bank account statements and reports to the Committee on the state of U3A finances.
• Maintains the ledger in Beacon.
(Find more details in the Financial Policy)
• Updates the Charity Commission website with changes in Trustees and submits the annual accounts and report.
• Updates the risk register and reports on financial controls.
• Maintains Committee access to shared documents in Dropbox.

Gift Aid Secretary
Maintains records to enable the gift aid claim(s) to be submitted annually.

Groups Co-ordinator
two main roles.
• Advises and helps set up new interest groups.
• Assists the smooth running of existing groups.
Responsibilities include:
• Keeps the Group Leaders’ Handbook up-to-date.
• Maintains accurate records of: contact details, meeting times of groups & availability of meeting rooms.
• Upholds the U3A ethos of collaborative learning.
A key part of the role is acting as a channel of communication between Group Leaders and the Committee.

Membership Secretary
Ensures that accurate and up to date records of membership are kept in Beacon and banks subscriptions paid in cash and by cheque.

Speaker Secretary
Ensures that there is a variety of speakers at Monthly Meetings and actively seeks potential speakers through networks with other U3As and appropriate organisations.

Newsletter Editor
Ensures that the membership is kept updated with local and national news. The monthly newsletter is a vital source of information to all members and is a way of publicising the work of U3A to the local community and to local U3As.

Other volunteers

Group Leader
Takes a leading role in co-ordinating the activities of an Interest Group and is the link with the Groups’ Co-ordinator. A key responsibility is encouraging members to plan and lead activities that help the Interest Group to be lively and dynamic. May organise trips.
Group Administrator
For larger groups keeps the attendance register and banks monies collected.

Publicity Officer

Trip Co-ordinator

Refreshment Volunteer
Oversees the serving of refreshments at all the monthly meetings. Or Ensure provisions are available at all three main venues.

Controls the web content and is responsible for maintaining and developing the website and keeping it up to date. The website is a vital source of information to members and the wider community.
Approves access of Group Leaders and Committee to edit the website and add events and notices.

Beacon Administrator
Enables access to the system for Committee and Groups Leaders. Handles system issues such as bounced emails.

Accessibilty and Welfare Officer
Helps members and prospective members enjoy our groups. Advises the Chairman, Group Leaders and the Committee on the action(s) needed to overcome obstacles to attending any group.
Keeps informed about relevant good practices regarding accessibility, including the latest advice rom the Third Age Trust and the Charity Commission, and advises the Committee on such matters.
(More details in the Policy section)

Independent Financial Examiner
Reviews the u3a financial accounts and is normally not a Great Glen u3a Member.