Committee Roles

Running a society is a fun and exciting opportunity at university. The Students’ Union is here to help with that. All societies are different and act in different ways. 

This is an outline of what your committee could look like, some committees have 8 members and some have only 3.

Societies that meet once a week to repeat a similar activity each week, for example the Tea society, may choose to only have a President, Treasurer and Secretary. 

Other societies who have a wider range of activities may have a President, Treasurer, Secretary, Events Officer, Communications Officer, and Social Sec. 

If you ever find yourself with too much work, let your other committee members know; they may have less on their plate. It’s all about working as a team.


Key responsibilities of all committee members:

  • Run regular events/activities related to the society’s aims and objectives
  • Make the society visible to students and easy for them to engage with
  • Maintain an up to date Union Page, Facebook and any other social media platforms
  • Keep the members up to date with the society’s current activities
  • Turn up to all committee meetings
  • Create a diverse range of events to ensure maximum participation from members
  • Keep in regular contact with the Students’ Union’s Societies Team

    

President (Required Role)

Reports to: VP Societies Development

Role:

The President is the leader of the society who coordinates and oversees all of the society’s activities. The President will need to provide support, advice and guidance to the other committee members throughout the academic year. Probably the most challenging role on the committee, you’ll need experience of what the society does, and a strong belief in the aims of the society. 

Key Responsibilities:

  • Ensure that the society is meeting its aims and objectives.
  • Chair committee meetings in a fair and democratic manner.
  • Seek revenue streams via sponsorship.
  • Maintain an open and regular dialogue with the Societies Team.
  • Work with all committee members to ensure society activity does not contravene Students’ Union policies.
  • Support the Union's aims, goals and objectives and engage with any priority campaigns.
  • Prepare a written handover for next year’s president.
  • Register next year’s committee with the Societies Team.
  • Hold a fair and democratic election in which each and every member may stand and vote.
  • Any other responsibilities as agreed with your committee.


    

Treasurer (Required Role)

Reports to: President

Role:

It is the Treasurer’s responsibility to handle the money. However, they must also have their eye on the bigger picture. They need to know exactly where your finances stand and be able to plan accordingly.

Key Responsibilities:

  • Reporting to the committee on a regular basis
  • Preparing budget forms when planning society activities
  • Managing and recording all expenditure (money spent on society activities: arranging payment of invoices, handling of petty cash, submission of society money reclaims, etc.)
  • Managing and recording all income (money raised by the society: paying in memberships fees, arranging sponsorship payments, planning fundraising events, applying for grants from the Students’ Union, etc.)
  • Paying all donations and sponsorship fees into the society account at the Students’ Union office.
  • Completing and signing or countersigning Students’ Union specific forms (Paying In, Budget, Purchase Proposal, Money Reclaim).
  • Identifying fundraising opportunities for the Society (with other committee members).
  • Checking accounts and maintaining regular contact with the Students’ Union.
  • Being aware of the legal implications of financial mismanagement.
  • Preparing a written handover to next year’s treasurer.
  • Producing and presenting a Treasurer's report at the society’s meetings and a final report at the AGM.

             

Secretary

Reports to: President

Role:

The Secretary is organiser of your society and ensures that things run smoothly. They organise meetings, book rooms, write minutes and communicate what’s going on to your members, so they stay interested and involved. 

 

Social Sec

Reports to: President

Role:

Socials are a great aspect of any good society. Whether these are evenings out, a ball, weekends away, or just a meal at someone’s house, your members will get to know each other better and enjoy themselves more, team building. The Social Sec should organise a wide range of socials. Reflecting the diverse nature of the student body will increase your membership and participation and everyone will feel able to get involved and make friends. 

Key Responsibilities:

  • Presenting the approachable face of the committee. 
  • Organising social events.
  • Working closely with bar and club managers and promoters in Oxford. 
  • Promoting events to bring new members into the society and then leads the party on the night. 
  • Demonstrating imagination and good organisational skills to develop a variety of social events.

 

Social Media & Communications Officer

Reports to: President

Role:

Every club needs publicity – from dinners to hoodies to fundraisers to tour. They are essential to the success of a society.

Key Responsibilities:

  • Attending all events throughout the year, taking and editing photos (including placement of society logos) and uploading them to the society’s social media. 
  • Managing any social media accounts.
  • Replying to members emails.
  • Posting information about the society to social media, this may include sponsorship agreements.
  • Designing promotional material to advertise events. This should be a combination of physical media (posters and flyers) and digital media (Youtube videos; photos and graphics on Facebook or Instagram).

 

1st Year Representative 

Reports to: President

Role:

The role of 1st year rep is to help ensure the continuation of the society by helping 1st years get involved with the society. This member of the committee should share information with other 1st years, helping them become to become engaged members of the society. This position is particularly valuable in course based societies.

 

Health & Safety Officer

Reports to: President & Students’ Union Societies Team

Role:

Some committees will find it essential to have a Health & Safety Officer. The Health & Safety Officer’s job is to mitigate any risks the members may face while involved in society activities. The role holder must liaise closely with Students’ Union Activities Co-ordinator.

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