PTA committee roles and responsibilities

The duties and responsibilities of the PTA chair, treasurer and secretary

What are the main roles and responsibilities of a PTA committee?

The usual structure of a PTA committee is to have at least three named officers: the chair, treasurer and secretary. While the exact duties of each role often vary from committee to committee, the principle responsibilities remain the same. Check your constitution to find out how many committee members are needed to run your association.

PTA chair

Main purpose of the role

To lead the committee, ensuring the PTA is run in line with its constitution and according to the wishes of all members.

The chairs responsibilities

  • Chairs and facilitates meetings in a manner that encourages everyone to contribute
  • Sets the date and agenda for meetings and keeps the discussion on track
  • Delegates tasks to committee members
  • Ensures decisions are implemented
  • Liaises with the school about fundraising priorities
  • Welcomes and motivates new volunteers
  • Is a designated signatory on the PTA bank account
  • Ensures the PTA is registered with regulatory bodies eg, the Charity Commission, and submits reports where necessary.

At the AGM

  • Writes the annual report

Suits people who are…

  • Strong leaders
  • Diplomatic and fair
  • Enthusiastic
  • Good delegators

Recruiting a chair? Use our social post wording

Want to be our next #PTA chair? The chair leads meetings and steers the committee towards its aims. Sitting in the drivers seat, you should be highly enthusiastic, full of bright ideas and demonstrate good leadership skills. For more information [insert how interested parties should contact you].

Right-click and save our chair graphic for use on your social channels

PTA+ TOP TIP: As PTA committees come and go, experience can be lost, work repeated and fundraising activity impacted. Collaborative leadership helps minimise the effects of these changes.

PTA treasurer

Main purpose of the role

The treasurer controls the PTA funds in line with the committees decisions as well as charity law. They make sure upcoming events are affordable and profitable and report financial information to the rest of the team.

The treasurers responsibilities

  • Manages the day-to-day finances
  • Keeps a detailed and accurate record of the PTAs financial activity
  • Reports on the finances at meetings in a clear, concise way
  • Arranges floats for events
  • Ensures money is kept safely before and during events
  • Banks the takings from events and fundraisers
  • Makes Gift Aid claims
  • Implements procedures for making payments and claiming expenses
  • Completes the Charity Commission annual return (if registered)
  • Gets accounts audited where necessary

At the AGM

  • Prepares the financial report

Suits people who are…

  • Confident at handling money and budgets
  • Good with numbers
  • Methodical
  • Recruiting a treasurer? Try our social post

Recruiting a treasurer? Use our social post wording

Want to be our next #PTA treasurer? With a clear head for numbers, you will control the PTA funds in line with the committees decisions, as well as charity law. You will also make sure upcoming events are affordable and profitable, and report financial information to the rest of the team. For more information [insert how interested parties should contact you].

Right-click and save our treasurer graphic for use on your social channels

PTA+ TOP TIP: All committee members, not just the treasurer, are responsible for using the PTAs money in line with its purpose and constitution.

PTA secretary

Main purpose of the role

The secretary ensures that the PTAs activities run smoothly. They use their excellent communication and organisational skills to arrange meetings, take minutes and keep records.

The secretarys responsibilities

  • Assists the chair with planning meetings
  • Communicates with the school and committee members, including circulating the agenda before PTA meetings
  • Takes minutes at meetings, recording the key points, decisions made and relevant action points
  • Manages communication between the committee, volunteers, school and school community
  • Prepares the publicity for events, including flyers, posters and tickets
  • Ensures meetings have enough attendees to form a quorum
  • Keeps records
  • Shares information

At the AGM

  • Helps the chair prepare for the meeting and takes minutes on the day

Suits people who are…

  • Great communicators
  • Accurate writers
  • Helpful and motivated

Recruiting a secretary? Use our social post wording

Want to be our next #PTA secretary? The secretary ensures that the PTAs activities run smoothly. Youll use your excellent communication and organisational skills to organise meetings, take minutes and keep records. For more information [insert how interested parties should contact you].

Right-click and save our secretary graphic for use on your social channels

PTA+ TOP TIP: To make the secretarys life easier, appoint a communications officer to assist the secretary with social media, newsletters and event publicity.

Share the workload

Co-chairs

To spread the responsibility and lessen the workload, some people choose to share the role of chair. Co-chairing is a great solution, especially if both of you are new to the job or if one of you is leaving soon.

Micro-volunteers

Even if you have planned the perfect fundraiser, you will fall at the final hurdle if no one steps up to volunteer. Micro-volunteering is one way forward.

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