Purpose of the Role

Committee Members help ensure Mansfield u3a remains a friendly, welcoming and well-run organisation. Working together as a team, Committee Members support our members, help develop new ideas and contribute to the smooth running of the u3a.

What you'll do

You don't need any special experience—just a willingness to help and work as part of the committee. Typical activities include:

• Attend committee meetings whenever possible.
• Welcome new members and help them feel part of the u3a.
• Listen to members' ideas and feedback and share them with the committee.
• Help organise or support events and activities throughout the year.
• Take on small projects or tasks that match your interests or skills.
• Support fellow committee members when needed.
• Learn about other committee roles if you may wish to take on additional responsibilities in the future.
• Promote the values and principles of the u3a.

What we ask of Committee Members

• Work positively with the rest of the committee.
• Respect members' privacy and follow our Data Protection Policy.
• Follow Mansfield u3a's policies and procedures.
• Help maintain a safe environment for members at meetings and events.

Time Commitment

• Committee meetings are held monthly.
• Most Committee Members also help with occasional events or projects during the year.
• We understand that everyone has holidays and other commitments, so regular attendance is appreciated rather than expected at every meeting.

Purpose of the Role

The Business Secretary supports the Chair and Committee by ensuring the smooth day-to-day administration of Mansfield u3a. The role helps keep meetings organised, records up to date and information flowing between the Committee, members and the wider u3a movement.

What you'll do

The Business Secretary works closely with the Chair and Committee. Typical responsibilities include:

Meetings

• Arrange committee meetings, the AGM and other business meetings as required.
• Prepare agendas with the Chair and circulate meeting papers.
• Take minutes and keep a record of decisions and agreed actions.
• Help ensure meetings are quorate and follow the Constitution.
• Support the Chair with the preparation of the Annual Report and AGM.

Administration

• Manage the day-to-day administration of Mansfield u3a.
• Keep up to date with information and guidance from the u3a Office.
• Share relevant information with the Committee and members.
• Complete administrative returns and notify the u3a Office of committee changes.
• Arrange the maintenance of equipment and renew licences or subscriptions where required.

Correspondence

• Respond to general correspondence on behalf of Mansfield u3a.
• Prepare letters or communications as agreed by the Committee.
• Maintain an appropriate record of significant correspondence.

Records

• Maintain accurate committee records, including minutes, policies and key documents.
• Ensure important documents are stored securely and can be accessed when required.
• Keep records needed for the AGM and the history of the organisation.

Information

• Share relevant information from the u3a Office with the Committee and members.
• Maintain an up-to-date diary of meetings and events.
• Make approved committee minutes available to members when appropriate.

What we ask of the Business Secretary

• Work closely with the Chair and Committee.
• Maintain accurate, organised and confidential records.
• Respect members' privacy and follow our Data Protection Policy.
• Follow Mansfield u3a's Constitution, policies and procedures.
• Help maintain a safe environment for members at meetings and events.

Time Commitment

• Attend monthly committee meetings and the AGM.
• Carry out administrative tasks throughout the month, with workloads varying depending on committee business.

Handover

At the end of the role, provide a clear handover to the incoming Business Secretary to ensure a smooth transition.

Purpose of the Role

The Groups Coordinator helps interest groups thrive by supporting Group Leaders, encouraging new groups and acting as the link between groups and the Committee. The role plays an important part in ensuring members can enjoy a wide range of activities and feel supported.

What you'll do

The Groups Coordinator works closely with Group Leaders and the Committee. Typical responsibilities include:

Supporting Groups

• Encourage the development of new interest groups based on members' ideas and interests.
• Recruit, welcome and support new Group Leaders.
• Keep in touch with existing groups and offer advice or support when needed.
• Help identify opportunities for new groups where existing groups have waiting lists or growing demand.

Supporting Group Leaders

• Be the first point of contact for Group Leaders with questions or concerns.
• Provide Group Leaders with guidance, resources and useful information.
• Organise occasional meetings or get-togethers for Group Leaders to share ideas and good practice.
• Encourage succession planning and smooth handovers when Group Leaders step down.

Communication and Administration

• Maintain an up-to-date record of Mansfield u3a interest groups.
• Promote new and existing groups through the website, newsletter, social media and monthly meetings.
• Keep the Committee informed about the progress and development of groups.
• Share relevant information from the Committee, regional network and the u3a Office with Group Leaders.

What we ask of the Groups Coordinator

• Be enthusiastic about helping members enjoy and develop interest groups.
• Work closely with Group Leaders and the Committee.
• Maintain accurate records where required.
• Respect members' privacy and follow our Data Protection Policy.
• Follow Mansfield u3a's Constitution, policies and procedures.
• Help maintain a safe environment for members at meetings and events.

Time Commitment

• Attend monthly committee meetings.
• Keep in regular contact with Group Leaders and provide support throughout the year.
• Help promote and develop new groups as opportunities arise.

Support

Training, guidance and resources are available from the Committee, the u3a Office, regional networks and online workshops. New Groups Coordinators are fully supported as they settle into the role.

Purpose of the Role

The Membership Secretary is the main point of contact for membership, helping new members join Mansfield u3a and ensuring existing membership records are accurate and up to date. The role works closely with the Treasurer, Groups Coordinator and Committee to provide a welcoming experience for all members.

What you'll do

The Membership Secretary works closely with the Committee and other volunteers. Typical responsibilities include:

Supporting New Members

• Respond to enquiries from prospective members and provide information about Mansfield u3a.
• Welcome new members and help them understand how the u3a works.
• Organise new member information sessions or welcome activities where appropriate.
• Work with the Groups Coordinator to help new members find suitable interest groups.
• Keep joining information and membership forms up to date.

Membership Administration

• Maintain accurate membership records using the agreed membership system (currently Beacon).
• Issue membership cards or other proof of membership.
• Keep the Committee informed of current membership numbers and trends.
• Ensure membership records are managed in line with Data Protection requirements.

Membership Renewals

• Coordinate the annual membership renewal process.
• Send renewal reminders and answer membership queries.
• Work with the Treasurer to record membership payments and Gift Aid declarations.
• Update membership records following renewals and remove lapsed members after the agreed renewal period.
• Where appropriate, contact members who do not renew to understand their reasons and gather feedback.

Member Support

• Send get well or condolence cards on behalf of Mansfield u3a when appropriate.
• Help ensure members feel welcomed, informed and supported throughout their membership.

What we ask of the Membership Secretary

• Be friendly, approachable and organised.
• Work closely with the Treasurer, Groups Coordinator and Committee.
• Maintain accurate and confidential membership records.
• Respect members' privacy and follow our Data Protection Policy.
• Follow Mansfield u3a's Constitution, policies and procedures.
• Help maintain a safe environment for members at meetings and events.

Time Commitment

• Attend monthly committee meetings.
• Deal with membership enquiries and administration throughout the year, with additional activity during the annual renewal period.

Handover

At the end of the role, provide a clear handover to the incoming Membership Secretary to ensure a smooth transition.

Purpose of the Role

The Publicity Officer helps promote Mansfield u3a within the local community, encouraging new members to discover what we offer and keeping existing members informed about activities and events. The role works closely with the Committee and Group Leaders to share positive news and raise the profile of the organisation.

What you'll do

The Publicity Officer helps promote Mansfield u3a in a variety of ways. Typical responsibilities include:

Promoting Mansfield u3a

• Publicise Mansfield u3a through local media, community organisations and the wider u3a network.
• Look for new opportunities to raise awareness and attract new members.
• Promote the values and principles of the u3a.

Publications and Publicity

• Produce and update publicity leaflets, posters and other promotional materials.
• Ensure publicity materials are available in appropriate community locations.
• Maintain specialist leaflets, such as those aimed at recently bereaved people, where appropriate.
• Help organise and display Mansfield u3a banners and promotional materials at meetings and community events.

Digital Communications

• Update Mansfield u3a's website and social media channels with news, events and group activities.
• Share appropriate information provided by Group Leaders.
• Work with local and regional u3a networks to maximise the reach of publicity.

Working with Others

• Support the Committee with promoting events, campaigns and membership initiatives.
• Encourage Group Leaders and members to share stories, photographs and achievements that showcase the activities of Mansfield u3a.

What we ask of the Publicity Officer

• Be enthusiastic about promoting Mansfield u3a.
• Work closely with the Committee and Group Leaders.
• Ensure publicity is accurate, welcoming and inclusive.
• Respect members' privacy and follow our Data Protection Policy.
• Follow Mansfield u3a's Constitution, policies and procedures.
• Help maintain a safe environment for members at meetings and events.

Time Commitment

• Attend monthly committee meetings.
• Update publicity and communications throughout the year as required, with additional activity around major events and membership campaigns.

Handover

At the end of the role, provide a clear handover to the incoming Publicity Officer to ensure a smooth transition.

Purpose of the Role

The Speaker Coordinator arranges an interesting and varied programme of speakers for Mansfield u3a monthly meetings. The role involves identifying, booking and supporting speakers to ensure members enjoy informative and engaging presentations throughout the year.

What you'll do

The Speaker Coordinator works closely with the Committee and invited speakers. Typical responsibilities include:

Planning the Speaker Programme

• Research and book a varied programme of speakers throughout the year.
• Liaise with the Committee when planning future programmes.
• Keep an up-to-date schedule of confirmed speakers and topics.

Working with Speakers

• Act as the main point of contact before each meeting.
• Confirm booking details, fees and any equipment or accessibility requirements.
• Provide speakers with venue information and joining instructions.
• Welcome speakers on arrival and ensure they have everything they need.
• Arrange payment with the Treasurer where appropriate.
• Thank speakers following their presentation.

Administration

• Maintain accurate records of bookings and speaker contact details.
• Ensure the Chair has details of forthcoming speakers in case of absence.
• Keep information and booking arrangements organised for future reference.

What we ask of the Speaker Coordinator

• Be organised and reliable.
• Enjoy communicating with people and building good relationships.
• Work closely with the Committee and Treasurer.
• Follow Mansfield u3a's Constitution, policies and procedures.
• Help maintain a safe environment for members at meetings and events.

Time Commitment

• Attend monthly committee meetings.
• Spend a small amount of time throughout the year researching and booking speakers, with additional contact before each monthly meeting.

Handover

At the end of the role, provide a clear handover, including future bookings and speaker contacts, to ensure a smooth transition.

Length of Service

Speaker Coordinators are normally elected to serve for between three and five years, although they may step down earlier if circumstances change.

Purpose of the Role

The Treasurer is responsible for overseeing the finances of Mansfield u3a, ensuring that income and expenditure are properly managed and that the organisation remains financially secure. The Treasurer works closely with the Committee to provide clear financial information and support good decision-making.

What you'll do

The Treasurer works closely with the Committee, Membership Secretary and other volunteers. Typical responsibilities include:

Managing the Finances

• Maintain accurate financial records for Mansfield u3a.
• Receive and record income and ensure authorised payments are made promptly.
• Reconcile bank accounts and monitor cash flow.
• Process Gift Aid claims where applicable.
• Ensure financial records are maintained in accordance with current requirements.

Budgeting and Financial Planning

• Prepare an annual budget for approval by the Committee.
• Monitor income and expenditure against the budget.
• Advise the Committee on subscription levels and financial planning.
• Help ensure sufficient reserves are available to support the future of Mansfield u3a.

Financial Reporting

• Present regular financial reports to the Committee.
• Prepare the annual accounts and arrange for independent examination where required.
• Present the annual financial report to members at the AGM.
• Answer members' questions about the organisation's finances when appropriate.

Governance

• Help ensure Mansfield u3a operates within charity and financial regulations.
• Maintain appropriate financial controls and safeguard the organisation's assets.
• Identify financial risks and advise the Committee on appropriate actions.
• Support the development and review of financial policies and procedures.

What we ask of the Treasurer

• Be organised, accurate and trustworthy.
• Work closely with the Committee and Membership Secretary.
• Present financial information in a clear and understandable way.
• Respect members' privacy and follow our Data Protection Policy.
• Follow Mansfield u3a's Constitution, policies and procedures.
• Help maintain a safe environment for members at meetings and events.

Time Commitment

• Attend monthly committee meetings.
• Carry out financial administration throughout the year, with additional activity during membership renewals, budget preparation and the production of the annual accounts.

Handover

At the end of the role, provide a clear handover, including financial records, banking arrangements and key procedures, to ensure a smooth transition.

Purpose of the Role

The Vice Chair supports the Chair in the leadership of Mansfield u3a and helps ensure the Committee operates effectively. The Vice Chair deputises for the Chair when required and plays an important part in supporting the work of the Committee and planning for future leadership.

Where possible, the Vice Chair will also undertake another non-Officer committee role, helping them gain a broad understanding of the organisation and its activities.

What you'll do

The Vice Chair works closely with the Chair and Committee. Typical responsibilities include:

Supporting the Chair

• Deputise for the Chair when they are unavailable.
• Provide advice and support to the Chair.
• Assist the Chair with the planning and delivery of committee business and special events.
• Help welcome and support new Committee members.

Committee Leadership

• Work collaboratively with the Committee to support the effective running of Mansfield u3a.
• Promote the values and principles of the u3a.
• Support the delivery of the Committee's objectives and decisions.

Succession Planning

• Develop an understanding of the Chair's responsibilities.
• Gain experience of leading meetings and representing Mansfield u3a when appropriate.
• Help ensure continuity of leadership should the Chair be unavailable.

What we ask of the Vice Chair

• Work closely with the Chair and Committee.
• Be supportive, approachable and willing to assist where needed.
• Promote teamwork and positive communication.
• Respect members' privacy and follow our Data Protection Policy.
• Follow Mansfield u3a's Constitution, policies and procedures.
• Help maintain a safe environment for members at meetings and events.

Time Commitment

• Attend monthly committee meetings.
• Support the Chair throughout the year and attend additional meetings or events when required.

Handover

At the end of the role, provide a clear handover to the incoming Vice Chair to ensure a smooth transition.

Chair

Purpose of the Role

The Chair provides leadership for Mansfield u3a, ensuring the Committee works effectively and that the organisation is well governed, financially secure and focused on providing the best possible experience for its members. The Chair promotes the values of the u3a, supports volunteers and helps ensure the long-term success and sustainability of the organisation.

What you'll do

The Chair works closely with the Committee, volunteers and members. Typical responsibilities include:

Leadership

• Lead and support the Committee in delivering the aims and objectives of Mansfield u3a.
• Promote the values and principles of the u3a.
• Encourage teamwork, constructive discussion and shared decision-making.
• Support and develop Committee members and volunteers.
• Help identify and encourage future Committee members as part of succession planning.

Committee Meetings

• Work with the Business Secretary to prepare committee meeting agendas.
• Chair committee meetings, ensuring everyone has the opportunity to contribute and decisions are made fairly.
• Help ensure agreed actions are completed and reviewed.
• Agree the annual programme of committee meetings.

Governance

• Help ensure Mansfield u3a operates in accordance with its Constitution, charity legislation and the requirements of the u3a movement.
• Lead the Committee in setting priorities, reviewing progress and planning for the future.
• Support good governance, effective decision-making and appropriate risk management.
• Help ensure the organisation's resources and assets are used responsibly.

Finance

• Work closely with the Treasurer to monitor the financial health of Mansfield u3a.
• Support the Committee in setting budgets, maintaining appropriate reserves and planning for future sustainability.

Members and Volunteers

• Welcome and support new members and volunteers.
• Encourage open communication between the Committee and the membership.
• Help ensure members' ideas and feedback are considered.
• Attend and host monthly meetings and other Mansfield u3a events where appropriate.

Representing Mansfield u3a

• Act as an ambassador for Mansfield u3a within the local community and the wider u3a movement.
• Build positive relationships with local organisations and other u3as.
• Represent Mansfield u3a at meetings, events and external functions where appropriate.

What we ask of the Chair

• Provide inclusive, supportive and effective leadership.
• Work collaboratively with the Committee and encourage shared responsibility.
• Promote openness, fairness and good governance.
• Respect members' privacy and follow our Data Protection Policy.
• Follow Mansfield u3a's Constitution, policies and procedures.
• Help maintain a safe environment for members at meetings and events.

Time Commitment

• Attend monthly committee meetings, monthly members' meetings, the AGM and other key events.
• Maintain regular contact with Committee members throughout the year.
• Respond to issues as they arise and represent Mansfield u3a when required.

Handover

At the end of the role, provide a comprehensive handover to the incoming Chair to ensure continuity of leadership and a smooth transition.