Do you care about services for children and young people with SEND and want to make a difference?

Then why not join our Management Committee team?


Essex Family Forum was established in early 2018 as the recognised parent carer forum for Essex so is in receipt of the DfE Parent Participation Grant, is supported by the local authority and is part of the National Network of Parent Carer Forums (NNPCF).

We have grown considerably in a short period of time with over 200 members and a network of Family Champions across the county in addition to our parent carer representatives working in co-production at a strategic level.

Everyone volunteers their time but can claim out of pocket expenses and remuneration for specific aspects of the role.

We are looking to strengthen our Management Committee (MC) as we have 7 members at the present time and can have a maximum of 15 (two members will be stepping down by the next AGM in early 2020 as their young people are 25).

We have four officer positions – two Co-Chairs, a Treasurer and a Secretary, and other members take on lead roles as and when needed. We do not have a Secretary and are urgently looking to fill this position.

We also have potential to add up to 3 Co-opted (i.e. non-voting) Associate members. This would be any practitioner who supports our purpose and values and can commit to the meetings. They may bring a particular set of skills.

We have a minimum of 6 MC meetings per year, however we try to hold these monthly (except during the school summer holidays when we have a break from meetings). These are held at different venues in the county and last half a day and are held on Wednesdays. There are always papers to review and comment on and long agendas. We also all have a MC email address for regular communication as well as using ‘Yammer’ and sometimes a closed Facebook group. 

If you are interested in joining our MC and can commit the time, we would love to hear from you. You will be given the opportunity to come along to observe a MC meeting and talk it all through. We ask everyone to complete a One Page Profile and we will also require a reference from your most recent employer. Please let us know of the skills and experience you will bring. Just drop us a line to  liz@essexfamilyforum.org

 

 Please see below for a summary of the roles and responsibilities of the Secretary role

Secretary

  • Ensures that committee meetings are properly administered 
  • Ensures other meetings, such as the AGM, and events are properly administered 
  • Keeps membership records up-to-date 
  • Monitors committee member action points 

 

Specifically 

  • Plans and prepares the committee meetings and the AGM with others as appropriate
  • Planning meeting dates, booking rooms, sending out notifications, minutes and other papers
  • Drawing up agendas together with the Chair
  • Minutes committee meetings or ensures that another minute taker is available 
  • Accurately records decisions and actions in the minutes and reports to the next committee meeting on the progress of actions and the result of decisions 
  • Maintains accurate and up-to-date membership records 
  • Deals with correspondence, writing letters/emails as agreed at Committee meetings, summarising correspondence/emails received at the next Committee meetings and drafting replies as appropriate
  • Makes arrangements for any necessary reporting to be done. For example, the annual report to members 
  • Reviewing policies and procedures

 

On the day of the meeting the Secretary will need to ensure that: 

  • there are spare copies of all documents needed for the meeting 
  • arrangements for any vote which may be needed are in place 
  • the meeting is properly convened 
  • there is a quorum (and if required, that it is present throughout the meeting)
  • apologies for absence are noted
  • all decisions made at the meeting are minuted (if the result of a discussion is unclear, clarify decisions with the Chair during the meeting to ensure the minutes are accurate). If it appears that a matter has been overlooked, the Secretary should draw this to the attention of the Chair.