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Oak Tree Primary School

Job Descriptions



The Chair provides leadership for the committee sets the agenda for meetings and manages meetings in line with the agenda. The Chair should ensure that issues are properly debated and an agreement is reached. It is important that the chair welcomes contributions from all members of the committee so that everyone feels involved. The chair should remain impartial The Chair will work closely with the Treasurer and Secretary to ensure that ROOTS is run effectively

Main duties:

• Provide leadership

• Sign the approved minutes of the last meeting

• Set the agenda for meetings

• Get to know members of the committee

• Run meetings in an efficient and timely manner ensuring that everyone is able to contribute

• Agree a date for the next meeting

• Attract, welcome and involve new members

• Write the annual report in cooperation with the Secretary

• Sign cheques for ROOTS with one other committee member




The support provided by the Vice-Chair is invaluable. Deputising for the Chairperson when necessary, the Vice-Chair helps to ensure that the Committee and all of the events continue to run smoothly. As with the Chair, leadership, enthusiasm and energy are necessary qualities for this post. Main duties: To chair meeting in the absence of the Chair To draw up annual ROOTS programme in consultation with the Chair. To prepare meeting agendas by consulting with the ROOTS Chair. To welcome and involve other parents into ROOTS. To lead parent and wider school community engagement in ROOTS (class representatives, use of local contacts and skills). To prepare with the Chair the ROOTS annual report for the Annual General Meeting. Secretary Characteristics The Secretary ensures that ROOTS runs smoothly and provides a link between Committee Members and ROOTS, and between ROOTS and the School. This requires good organisational and communication skills and being able to stick to deadlines.

Main duties:

• Deal with correspondence outside of school

• Arrange meetings

• Prepare and distribute agendas

• Take the minutes of meetings, type them up and distribute them

• Ensure that enough committee members are present to make the meeting quorate

• Write the annual report with the Chair

• Preparation & distribution of any formal letters required for parents or external correspondence.




A key role for all committee members is to manage and control the funds ROOTS raises. Although all the committee members have equal responsibility for the control and management of ROOTS funds the Treasurer plays an important part in helping the committee carry out these duties properly.

Main duties:

• Charity registration and Gift Aid

• Arrange floats for events

• Count takings for events

• Manage invoicing & Payments

• Arrange insurance

• File annual returns

• Banking & Bank reconciliation

• Risk Management

• Reporting financials for term events




To communicate and promote the work and events of ROOTS

Main duties:

• Work closely with the school office to circulate information to parents via email, website or text alerts.

• Manage all social media.

• Publicising ROOTS events and fundraising initiatives.

• Liaising with the local press to get press coverage of ROOTS events.

• Ensuring posters are displayed around the school in good time.

• Ensuring all information on ROOTS work is kept current and up to date

• Preparation and distribution of newsletters and other communications to parents.

• Preparation of publicity flyers, posters, tickets, etc. for events


Class Representatives

Main duties:

• To enable communication in your class with all things ROOTS related

• To take responsibility twice a year for organising a stall for your class to be in charge of at the Christmas and Summer Fairs.


ROOTS Members

Main duties:

• Attends PTA meetings when possible

• Gets involved in planning, owning and running events

• Runs smaller projects

• Encourages participation and enthusiasm for the events organized by ROOTS


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