Roles and Responsibilities
Parents, carers and relatives of Roach Vale pupils past and present
The RVSA is made up of a number of key roles. These roles and their associated responsibilities are set out below. Together the Officers lead the PTA and co-ordinate fundraising and events. Officer roles are allocated at the Annual General Meeting. Please note that in some cases there may be an element of flexibility within a role to suit an individual.
The RVSA Officers are supported by a wider team of PTA Committees. Members of the Committees contribute to monthly meetings, plan events and help out regularly. Our Committee Members are invaluable – without them our fayres, discos, cake sales, story times and other events simply wouldn’t happen.
The Officers and Committee Members are, in turn, supported by a wider network of RVSA Supporters. Our Supporters may not be able to attend our monthly meetings (although everyone is always welcome) or get involved in the planning of events but nevertheless give us their valuable support. They occasionally lend a hand by helping out for an hour at an event, baking a cake or even looking after the children so that others are free to help out. Their support is essential.
Co-ordinates the overall running of the SA ensuring that fundraising, events and activities take place as planned.
Works closely with the other officers to ensure the SA is run effectively.
Co-ordinates liaison with the Head Teacher, for example to agree schedule/dates of events and discuss requests for funding.
Sets the agenda for meetings.
Manages meetings (along with Vice Chair), ensuring that everyone has an opportunity to contribute.
Works with Vice Chair to welcome and involve new members.
Signs cheques for the SA.
Supports committees in the planning of specific events and activities.
Works with the Secretary to ensure that the SA is run in line with the requirements of its constitution.
Leads preparation of the Annual Report.
Co-ordinates planning of local events and activities and works with event committees.
Supports Publicity Officer and local sub teams for example by assisting with letters and tickets and helping to find helpers for events and activities.
Co-ordinates first aid for events.
Arranges resources – looks after sheds and co-ordinates supplies for events and activities.
Deals with correspondence including letters being sent home via book bags and collects from office and responds/passes on as appropriate.
Encourages new parents to join the SA or help out at events.
Ensures that money from local events is passed safely to the Treasurer.
Stands in for the Chair should the Chair not be present at a regular meeting.
Assists the Chair in running meetings.
Works with the Chair to prepare the Annual Report.
Maintains the financial records and manages banking.
Prepares and co-signs cheques as required.
Ensures that payments and reimbursements are made in good time.
Records income and expenditure.
Withdraws money and provides a cash float for events.
Collects, counts, banks all income from events across both sites.
Prepares reports for Chair and regular meetings / AGM
Prepares annual accounts
Renews licences and memberships when necessary
Takes minutes at meetings.
Prepares and distributes notes of meetings.
Sends out details of meeting dates, agendas, requests for help etc.
Manages records – contacts, distributions lists etc.
Supports PR Officer in the preparation of letters etc.
Supports Vice Chair to do photocopying and general admin tasks.
Supports the Chair to ensure that the SA is run in line with the requirements of its constitution.
Supports the Chair and Vice Chairs to prepare the Annual Report.
Organise and co-ordinate refreshments at all our events.
Source and arrange suitable storage of supplies.
Co-ordinate donations from Supporters (i.e. cakes & biscuits sent in, etc.)
Co-ordinate the running of refreshments stalls at events with help from Supporters.
Organise and co-ordinate games and activities at all our events.
Working closely with the Vice Chair and Treasurer, book external providers of games and activities.
Co-ordinate donations from Supporters (i.e. crockery for Smash-a-Crock, wellies for Wellie Throwing, etc.)
Co-ordinate the running of games and activities stalls at events with help from Supporters.
Organise and co-ordinate raffles and tombola at all our events.
Working with the Secretary, produce and distribute letters asking for donations within the local community.
Collect and arrange storage of donations received.
Working with the Secretary, produce and distribute thank you letters.
Arrange and manage the production of raffle and tombola tickets.
Co-ordinate the running of raffle and tombola stalls at events with help from Supporters.