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The Role of the Secretary in Charity-Managed Early Years Settings

  • Writer: Sally Gridley
    Sally Gridley
  • 3 days ago
  • 3 min read

Running a charity managed pre-school or nursery is a team effort, and the Secretary plays a quiet but essential part in keeping everything organised, compliant and running smoothly. While the role often sits behind the scenes, a good Secretary is the glue that holds the committee together ensuring communication is clear, records are accurate and the charity meets its legal responsibilities.


In early years settings, where many trustees are volunteers and often parents juggling busy lives, the Secretary's role becomes even more important. They help create structure, clarity and consistency so the committee can focus on what matters most - providing a safe, nurturing environment for children.


Child in a yellow jacket hugs several blue binders against a bright cyan background, looking calm and serious.

Why the Secretary's Role Matters

The Charity Commission expects all charities to maintain accurate records, hold effective meetings and communicate clearly with members. Ofsted also expects committees to demonstrate good governance, strong oversight and clear decision-making.


The Secretary is central to all of this. They ensure the charity's governance is not only compliant but also practical and workable for a busy early years environment.


Keeping the Charity Organised and Compliant

The Secretary is responsible for maintaining the essential documents and records that show the charity is being run properly. This includes:


  • The governing document (constitution/trust deed/ memorandum and articles of association)

  • Trustee contact details and eligibility declarations

  • Minutes of meetings

  • Policies and procedures

  • Records of decisions and actions

  • AGM and EGM documentation


These records are vital for demonstrating compliance to the Charity Commission, Ofsted and in some cases Local Authorities.


Managing Meetings Smoothly

Meetings are when decisions happen and the Secretary ensures they're productive rather than chaotic.


They typically:


  • Schedule committee meetings and the AGM

  • Prepare and circulate agendas

  • Share papers in advance

  • Take clear, accurate minutes

  • Record actions and follow-ups

  • Ensure decisions are documented properly


In early years settings, where trustees may be new to governance, the Secretary's clarity and organisation help everyone feel confident and included.


Supporting Communication Across the Setting

The Secretary is often the main point of contact for:


  • Committee members

  • Staff and the manager

  • Parents (as members of the charity)

  • The Charity Commission

  • Local Authority early years teams


Managing Membership and Trustee Records

For unincorporated charities the Secretary usually maintains:


  • The register of members

  • The register of trustees

  • Appointment and resignation records

  • DBS and eligibility checks

  • Declarations of interest (a Conflict of Interest Toolkit including an Annual Register of Interests, which is a legal requirement, can be found here)


These records are essential for demonstrating that trustees are properly appointed and legally eligible to serve.


Supporting the Chair and Manager

The Secretary works closely with the Chair and the setting's manager to ensure governance and operations stay aligned.


This might include:


  • Preparing reports or summaries

  • Helping plan agendas around key priorities

  • Ensuring actions from meetings are followed up

  • Coordinating communication between trustees and staff


A strong Chair-Secretary partnership is one of the biggest predictors of a well-run committee.


What the Secretary Doesn't Do

It's just as important to be clear about what the Secretary is not responsible for.


They do not:


  • Make decisions alone

  • Line-manage staff

  • Handle finances (unless they also hold the Treasurer role)

  • Take responsibility for compliance on their own

  • Act as the 'admin person' for the whole setting


Their role is governance focused, not operational.


Skills and Qualities of an Effective Secretary

You don't need to be a professional administrator to be a great Secretary. The most important qualities are:


  • Good organisation skills

  • Clear communication

  • Reliability

  • Confidentiality

  • Attention to detail

  • Ability to summarise discussions fairly

  • Confidence with basic digital tools


Many Secretaries learn on the job, and with the right support they thrive.


Why the Secretary is Essential in Early Years Settings

In charity-managed pre-schools and nurseries, trustees change regularly as their children move on to school. The Secretary provides continuity, structure and stability.


They help ensure:

  • Meetings are purposeful

  • Decisions are recorded

  • Policies and procedures are up to date

  • The charity stays compliant

  • Everyone knows what's happening and when


In short, the Secretary helps the committee function as a confident, capable governing body which supports high-quality early years provision.


Final Thoughts

The Secretary may not always be the most visible trustee, but their impact is felt in every part of the setting. When the role is done well, the whole charity benefits: trustees feel supported, staff feel informed and children experience a setting that is safe, well-run and focused on their development.


A strong Secretary helps build the solid foundations every early years setting needs.


Want to feel more confident in your trustee role? Join Building Strong Foundations: What Trustees Do - a practical, friendly workshop designed for early years committees. Sign up here.

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