Role of Group Officers

Group Officers at a Glance

Who they are:

Group Officers are volunteers elected or appointed to run the day‑to‑day activities of a Local or Interest Groups. Working together as a committee, they make sure groups are well‑organised, welcoming, compliant and enjoyable for members.

Why the roles maters:

Group Officers are essential to delivering safe, well‑managed activities. They ensure meetings, finances, events and communications are handled properly and in line with Club handbook.

Key Group Officer Roles

Group Chair/Leader

What the Chair/Leader does:

• Chairs the committee meetings and their groups annual general meeting.

• Ensures meetings are properly constituted and run fairly.

• Maintains good order, manages discussion and decides points of procedure.

• Encourages teamwork, involvement and delegation across the committee.

• Signs the Annual Groups Charter on behalf of the committee.

Group Secretary

What the Secretary does:

• Calls all meetings, including the annual general meeting.

• Records decisions and actions and produces clear, accurate minutes.

• Shares draft minutes with the Member Communities team and Local Group Representatives.

• Manages group correspondence.

• Ensures required event paperwork is submitted, including Single Event Notices and Attendance Forms.

Group Treasurer

What the Treasurer does:

• Is responsible for all group funds on behalf of the Association.

• Maintains group accounts in the required format.

• Checks that spending follows Club rules and is properly authorised.

• Processes expense claims in line with approved limits and guidance.

Financial rules, limits and forms are set out in the Club Handbook (Section 3)

Managing Group Activities

Good practice for all Group Officers includes:

• Recording recent activities, attendance numbers and event finances at each committee meeting.

• Planning future events and clearly recording who is leading each activity.

• Sharing event responsibilities across the committee.

• Making sure thanks are given to helpers, speakers and supporters.

Practical guidance on event planning is available on the Plan your Event page and in the Events Planning Guidelines (Club Handbook, Section 5.4).