Roles & Responsibilities within the PTA

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. Some committee members will be better at expressing themselves than others; it is important that the chair welcomes contributions from all members of the committee so that everyone feels involved.

The Chair will ensure that all new members feel welcome and their contributions valued. The Chair will introduce them to the other members and encourage them to play an active part in the discussions at committee meetings.

To ensure the smooth running of meetings the Chair must remain impartial and make sure that all parties have a voice and the opportunity to participate in decision-making.

The Chair will work closely with the Treasurer and Secretary to ensure that the PTA is run effectively. As an Officer of the committee, the Chair will be one of designated signatories and will sign cheques on behalf of the PTA along with other designated signatories.

Job function

To ensure that the business of the PTA is conducted in accordance with the wishes of the representatives of the PTA, to uphold the constitution of the PTA, and prepare and submit statutory reports to Regulatory Bodies

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

• Welcome and involve new members

• Write the annual report in cooperation with the Secretary

• Sign cheques for the PTA with one other committee member

The support provided by the Deputy Chair is invaluable. Standing in for the Chair when necessary, the Deputy 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.

Job function

To support the chair in all aspects of their role, to ensure that the business of the PTA is conducted in accordance with the wishes of the representatives of the PTA and to uphold the constitution of the PTA.

Main duties:

• To chair meeting in the absence of the Chair 

• To draw up annual PTA programme in consultation with the Chair

• To prepare meeting agendas by consulting with the PTA Chair

• To welcome and involve other parents into the PTA

• To lead parent and wider school community engagement in PTA (class representatives, use of local contacts and skills)

• To prepare with the Chair the PTA annual report for the Annual General Meeting

The Secretary ensures that the PTA runs smoothly and provides a link between Committee Members and the PTA, and between the PTA and the School. This requires good organisational and communication skills and being able to stick to deadlines.

Job function

The Secretary is a key committee member as they are responsible for ensuring effective communication links between committee members and between the PTA and the school.

The Secretary deals with all the correspondence that the PTA receives and helps the Chair ensure that committee meetings run smoothly. Building up a good relationship with the school Secretary will help make sure that correspondence, sent to the school, is passed onto the PTA promptly.

As well as dealing with correspondence, following a committee meeting, the Secretary will need to make bookings and other arrangements for events. Confirm arrangements made by telephone in writing (by letter or e-mail). The Secretary will make arrangements for the Annual General Meeting (AGM) and help the Chair prepare the annual report. The Secretary may also be involved in co-signing cheques on behalf of the PTA.

Main duties:

• Deal with correspondence

• 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

• Sign cheques as required

• Write the annual report with the Chair

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

Job function

To maintain up-to-date records of all PTA financial transactions

Main duties:

• Day-to-day management of accounts, including issuing bills and receipts on behalf of the PTA and making payments

• To prepare and update financial ledgers on a regular basis

• To complete banking transactions on a regular basis

• To organise floats for fundraising events, collect and reconcile monies raised at these events and report totals raised to the appropriate stakeholders. Money raised at school events will be locked in the school safe after the event

• To prepare and report financial statements at PTA Meetings

• To prepare a concise Financial Report for the Annual General Meeting

• Charity registration and Gift Aid

We are currently looking for a new Treasurer. If this could be you or you'd like to find out more, please contact bryan@fundmayfield.com

A vital role within the PTA is promoting and communicating work of the PTA. The communications officer must be an excellent communicator both in writing and in person.

Job function:

To communicate and promote the work of the PTA.

Main duties:

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

• Publicise PTA events and fundraising initiatives

• Liaise with the local press to get press coverage of PTA events

• Ensure posters are displayed around the school in good time

• Ensure all information on PTA work is kept current and up to date

The Grants Co-ordinator is a crucial role dedicated to enhancing the PTA's funding opportunities by identifying and securing grants. This position involves comprehensive research, application, and reporting on grant opportunities that align with the PTA's goals and activities. The Grants Co-ordinator works closely with the committee to ensure that funding applications are well-prepared and submitted in a timely manner.

Job function:

To research available grants, prepare and submit grant applications, and manage any follow-up required for successful grant awards.

Main duties:

• Identify and research grant opportunities from government agencies, private foundations, and other organisations

• Prepare detailed and compelling grant proposals that align with the PTA’s goals and activities

• Collaborate with the committee to gather necessary information and documentation for grant applications

• Submit grant applications by the specified deadlines

• Track the status of submitted applications and follow up as needed

• Maintain a calendar of grant deadlines and reporting requirements

• Manage awarded grants, including compliance with grant terms and conditions

• Report to the committee on the status of grant applications and awarded grants

• Maintain organised records of all grant-related documents and correspondence

• Provide feedback and lessons learned from the grant application process to improve future applications

We are currently looking for someone to fill this new role. If this could be you or you'd like to find out more, please contact bryan@fundmayfield.com

Committee Members work alongside the Officers. We would love to see representation across all year groups. New parents to the school will be warmly welcomed.

Main duties:

• Attend PTA meetings

• Get involved in planning, owning and running events

• Run smaller projects

• Encourage participation and enthusiasm for the events organised by the PTA