Meetings: effective committee servicing
This workshop is an opportunity to consider good practice and the skills you will need when asked to act as secretary to a formal meeting.
When this course runs
- Tuesday 15 January 2019
Time: 10.30am - 12.15pm
To book/cancel your place - please see the instructions below for using Employee Self Service (ESS)
Angela Pater, Head of the Secretariat at the University
2018/19 courses: This course is likely to run in January and July. Course dates will be published approximately 6 to 8 weeks beforehand.
About this course
For most departments the timetable is full of meetings and committees, formal and informal. This workshop is an opportunity to consider good practice and the skills you will need when asked to act as secretary to a formal meeting. Guidelines will be given on:
the governance of the University in relation to committees and sub-committees
practical preparations including agendas and papers
your role during the meeting
how to write up minutes and notes afterwards
dealing with follow-up actions that may be required
The aim of the course is to develop your understanding of, and skills in, providing administrative support for formal meetings, particularly those acting as the secretary for formal University committees and sub-committees.
Intended learning outcomes
By the end of this course you will be able to:
carry out the formal role of the Secretary in managing committees
plan effectively the cycle of business for a committee
produce an outline agenda
draft concise minutes
identify the implications of the Freedom of Information Act 2000
You are encouraged to complete the recommended pre-course reading below before attending the course to familiarise yourself with key terminology/policies and Senate templates. The recommended pre-reading will take approximately 30 minutes.
Senate agenda template - within the 'Resources' section on the Senate webpage (bottom of the page)
Senate report template - within the 'Resources' section on the Senate webpage (bottom of the page)
Senate minutes template - within the 'Resources' section on the Senate webpage (bottom of the page)
Effective Behaviours Framework (EBF)
The Effective Behaviours Framework (EBF) has nine key behavioural areas. This course will help you to develop skills and knowledge related to the EBF behavioural groups highlighted below:
- Achieving results
- Delivering excellent service
- Using resources effectively
Please note that attending the course does not provide evidence of achieving these behaviours; you will need to demonstrate them by applying your skills and knowledge.
Who should attend this course
Administrators, secretaries and any other member of staff who is required to service formal meetings.
Book or cancel your place using ESS
We assume that if you need permission or agreement to attend this course you will have arranged this before booking, and have also jointly discussed the following with your line manager to ensure that the training is suitable and your learning can be transferred back to the workplace:
- how this training will help to deliver your individual/team goals
- the expected outcomes (i.e. what is expected to change/improve as a result)
- any support required post-course to enable you to transfer your learning back to the workplace
Book a place
You must book a place in advance to attend this course – you can book your place using Employee Self-Service (ESS).
Please note that we do not hold a waiting list for this course.
Cancel your place
You can cancel your place using Employee Self-Service (ESS).
Please cancel your place as early as possible, and at least 3 days in advance, to allow others to book instead.
Related guidance and further reading
Statutory Bodies & Committees – a list of the University's statutory bodies and committees and a diagram of the Council and Senate governance structure.
Committee servicing guidance – guidance such as Role of the committee secretary, Sending out papers, Writing minutes and Informal meetings.
Access online tools and support on-demand
Related resources such as videos, top tips, key ideas and case studies are available to all staff via the Development Toolkit.
If you're using the Development Toolkit for the first time, you will need to sign-in via the main Development Toolkit webpage. If you've used it before, you can use the links below to access the resources directly.
Available resources include: