Is anyone a Group Secretary (or on Exec) for Scout Group?

flightinfo

I just wondered if anyone has ever been a Group Secretary on the Scout Group Executive Committee and could tell me how much work is involved.

I have been asked if I am interested in taking on the role (need to give my decision in a couple of days time). I have seen the booklet on the Scout website and have to say, it appears quite daunting. I have been a SAHM for several years, although I do some voluntary work at primary school. I think I would be able to cope with the actual admin, i.e. keeping of records, etc.

However, I am concerned about taking minutes as it is so long since I have been in a business environment and just generally feeling out of my depth. I have been informed it will involve about 1-2 hours a week and a monthly meeting. In reality, how much time does it take up?

Savvy_Sue

I haven't done this, but reading your post I'd say that minutes weren't anything to be scared of. Why not ask if you can see some from previous meetings, to give yourself an idea of what's needed? They shouldn't be a record of everything that was said, often they are more 'Action Notes', with everything marked as Action, Decision or Information. And I bet you'd be able to find some training, perhaps through your local Voluntary Services Council (google volunteer plus your area).

This would be excellent experience for the future, btw, if you think you'll be looking for a job when the children are older.

flightinfo

Thanks for your reply.

I suppose I feel concerned as the person I would be taking over from has quite a high powered job and is staying on the committee in a different capacity. (Also, if I do start doing it, make a total hash of it and decide to resign, I would still see everyone on a weekly basis at Scout meetings!)

Thank you for information about Voluntary Services Council as I was not aware of this.

With regards to experience for the future - yes, I had thought of that and I'm sure it would be good for the cv.

cardiogirl

Hi there, I have been the secretary on a Scout Exec. I'd never had any admin training or been in that sort of job, but didn't find it particularly difficult. I started by using the same format that the minutes had been taken in before & gradually changed them to suit me. It wasn't too time consuming, it was manageable for me while working full-time & being a single mum although I always felt I could have done a better job, but that's the story of my life!
I would ask the advice of the former secretary, they will probably be pleased to show you the ropes. It was something I really enjoyed doing & I met lots of new people, I only left once my son had left scouts.

azzabazza

Was Secretary of the PTA years ago and I co-opted a friend to take some notes at the meetings too. She then always had a look at my minutes before they were passed to the Chair for approval. Please don't worry too much - so long as you record the salient points/decisions and not all the inevitable long discussions that take place. Once you have been to one or two meetings, you get tuned in so to speak!

I found being Secretary to the PTA was quite time consuming but I did enjoy it.

flightinfo

Thanks for your encouraging comments. I have now agreed to stand for election so will have to wait and see, although I have been informed - as with so many voluntary jobs - they don't normally get many people putting themselves forward.

GobbledyGook

If you are really worried about the minutes then places like Argos sell dictation machines for around £20 if you wanted to record the meeting (or the important bits) until you are confident. Lots of mobile phones have a voice recording feature too.

Honestly though, don't worry about it too much. Within a few meetings you'll have your own shorthand for some of the things that come up at every meeting and you'll get right back into the swing of it.

Good luck x

flightinfo

GobbledyGook wrote: »

Lots of mobile phones have a voice recording feature too. x

Thanks. Funnily enough, I did think to myself about surreptitiously recording some of the meeting! If I get elected, I don't think I will go to those lengths. It is, I think, just a case of getting back to 'business' mode (even though it is voluntary) and building up confidence after years of being out of that type of environment.