What are the main roles and responsibilities of a PTA committee?
The usual structure of a PTA committee is to have at least three named officers: the chair, treasurer and secretary. While the exact duties of each role often vary from committee to committee, the principle responsibilities remain the same. Check your constitution to find out how many committee members are needed to run your association.
PTA chair
Main purpose of the role
To lead the committee, ensuring the PTA is run in line with its constitution and according to the wishes of all members.
The chair’s responsibilities
- Chairs and facilitates meetings in a manner that encourages everyone to contribute
- Sets the date and agenda for meetings and keeps the discussion on track
- Delegates tasks to committee members
- Ensures decisions are implemented
- Liaises with the school about fundraising priorities
- Welcomes and motivates new volunteers
- Is a designated signatory on the PTA bank account
- Ensures the PTA is registered with regulatory bodies eg, the Charity Commission, and submits reports where necessary.
At the AGM
- Writes the annual report
Suits people who are…
- Strong leaders
- Diplomatic and fair
- Enthusiastic
- Good delegators
Recruiting a chair? Use our social post wording
Want to be our next #PTA chair? The chair leads meetings and steers the committee towards its aims. Sitting in the driver’s seat, you should be highly enthusiastic, full of bright ideas and demonstrate good leadership skills. For more information [insert how interested parties should contact you].
Right-click and save our chair graphic for use on your social channels
PTA+ TOP TIP: As PTA committees come and go, experience can be lost, work repeated and fundraising activity impacted. Collaborative leadership helps minimise the effects of these changes.
PTA treasurer
Main purpose of the role
The treasurer controls the PTA funds in line with the committee’s decisions as well as charity law. They make sure upcoming events are affordable and profitable and report financial information to the rest of the team.
The treasurer’s responsibilities
- Manages the day-to-day finances
- Keeps a detailed and accurate record of the PTA’s financial activity
- Reports on the finances at meetings in a clear, concise way
- Arranges floats for events
- Ensures money is kept safely before and during events
- Banks the takings from events and fundraisers
- Makes Gift Aid claims
- Implements procedures for making payments and claiming expenses
- Completes the Charity Commission annual return (if registered)
- Gets accounts audited where necessary
At the AGM
- Prepares the financial report
Suits people who are…
- Confident at handling money and budgets
- Good with numbers
- Methodical
- Recruiting a treasurer? Try our social post
Recruiting a treasurer? Use our social post wording
Want to be our next #PTA treasurer? With a clear head for numbers, you will control the PTA funds in line with the committee’s decisions, as well as charity law. You will also make sure upcoming events are affordable and profitable, and report financial information to the rest of the team. For more information [insert how interested parties should contact you].
Right-click and save our treasurer graphic for use on your social channels
PTA+ TOP TIP: All committee members, not just the treasurer, are responsible for using the PTA’s money in line with its purpose and constitution.
PTA secretary
Main purpose of the role
The secretary ensures that the PTA’s activities run smoothly. They use their excellent communication and organisational skills to arrange meetings, take minutes and keep records.
The secretary’s responsibilities
- Assists the chair with planning meetings
- Communicates with the school and committee members, including circulating the agenda before PTA meetings
- Takes minutes at meetings, recording the key points, decisions made and relevant action points
- Manages communication between the committee, volunteers, school and school community
- Prepares the publicity for events, including flyers, posters and tickets
- Ensures meetings have enough attendees to form a quorum
- Keeps records
- Shares information
At the AGM
- Helps the chair prepare for the meeting and takes minutes on the day
Suits people who are…
- Great communicators
- Accurate writers
- Helpful and motivated
Recruiting a secretary? Use our social post wording
Want to be our next #PTA secretary? The secretary ensures that the PTA’s activities run smoothly. You’ll use your excellent communication and organisational skills to organise meetings, take minutes and keep records. For more information [insert how interested parties should contact you].
Right-click and save our secretary graphic for use on your social channels
PTA+ TOP TIP: To make the secretary’s life easier, appoint a communications officer to assist the secretary with social media, newsletters and event publicity.
Share the workload
Co-chairs
To spread the responsibility and lessen the workload, some people choose to share the role of chair. Co-chairing is a great solution, especially if both of you are new to the job or if one of you is leaving soon.
Micro-volunteers
Even if you have planned the perfect fundraiser, you will fall at the final hurdle if no one steps up to volunteer. Micro-volunteering is one way forward.
