ABSW Board Member roles and responsabilities

Chair 

The Chair ensures that the ABSW Board functions properly, that there is full participation during meetings, that all relevant matters are discussed, and that effective decisions are made and carried out. The role of Chair is time-consuming, with work between meetings, external representation of the organisation, and work with freelance staff. The Chair requires diplomatic and leadership skills of a high level. The Chair is one of the four Directors of ABSW.

Main duties of the Chair:  

• To ensure the ABSW Board functions properly: the Chair is responsible for making sure that each meeting is planned effectively, conducted according to the Memorandum, Articles and Standing Orders of the ABSW, and that matters are dealt with in an orderly, efficient manner. The Chair would normally chair all ABSW Board and other meetings. The Chair must make the most of the committee members and ‘lead the team'. This also involves regularly reviewing the Board’s performance and identifying and managing the process for renewal of the Board through recruitment of new members. 
• To ensure the organisation is managed effectively: the Chair coordinates the Board to ensure that appropriate policies and procedures are in place for the effective management of the ABSW. 
• To represent the organisation as its figurehead: the Chair may from time to time be called upon to represent the ABSW and sometimes be its spokesperson at, for example, functions or meetings. 

The Chair is elected for a term of two years and may hold office for no more than three consecutive terms.

Vice-Chair 

The Vice-Chair acts as a deputy for the Chair in all the responsibilities outlined above for the Chair. The Chair delegates duties to the Vice Chair as appropriate. 

The Vice-Chair shall also be a Director of the ABSW (see guidance on legal roles and responsibilities of Company Directors).

The Vice-Chair is elected for a term of two years and may hold office for no more than three consecutive terms.

Secretary 

The role of the Secretary is to support the Chair in ensuring the smooth functioning of the ABSW Board. The Secretary is one of the four Directors of the ABSW and is elected for a term of two years.

In summary, the Secretary is responsible for: 

• Ensuring Board and other meetings such as the AGM, are effectively organised and minuted;
• Maintaining effective records and administration;
• Upholding the legal requirements of governing documents, company law (the ABSW is a Company Ltd by Guarantee), etc.;
• Communication and correspondence.

It is important to note that although the Secretary ensures these responsibilities are met, much of the work will be delegated to paid staff.   

Given these responsibilities, the Secretary often acts as an information and reference point for the Chair and other committee members: clarifying past practices and decisions; confirming legal requirements; and retrieving relevant documentation. 

Treasurer 

The Treasurer has a watchdog role over all aspects of financial management, working closely with other members of the ABSW Board to safeguard the organisation's finances. The Treasurer is one of the four Directors of ABSW and is elected for a term of two years.

In summary, the Treasurer is responsible for: 

• General financial oversight; 
• Funding, fundraising and sales; 
• Financial planning and budgeting; 
• Financial reporting;
• Banking, bookkeeping and record keeping; 
• Control of fixed assets and stock.

It is important to note that although the Treasurer ensures these responsibilities are met, much of the work may be delegated to paid staff.  

Given these responsibilities, the Treasurer typically acts as an information and reference point for the Chair and other committee members: clarifying the financial implications of proposals; confirming legal requirements; outlining the current financial status; and retrieving relevant documentation.

European Representative 

The ABSW’s European Representative acts as the ABSW’s link to other European Science Journalist Associations.  The representative will act on the ABSW's behalf on cross-European issues for science journalists.

It is possible that the post may require travel to, attendance at and reporting back from meetings of science journalists in Europe (often held outside of the UK). 

Additionally, the European Representative has the same responsibilities as general board members. The European Representative is elected for a term of two years.

General ABSW Board Members/Co-opted Board Members 

Apart from the posts above, there are five other open Board Member posts available with equally two-year terms. These members can be appointed through the election process as named Board Members or if posts remain vacant after elections the Board can co-opt members during the year. 

The Board can co-opt up to four further members (including Associate and Student Members) to contribute relevant special expertise. These members will serve for one year.

Roles and responsibilities of elected and/or co-opted Board members: 

• To attend ABSW Board meetings (monthly); 
• To contribute to the activities of the ABSW and the Board; 
• To lead on specific aspects of the ABSW’s activities e.g. events, website.

Honorary President 

The AGM shall appoint an Honorary President of the Association, who will hold office for a period of three years. The Honorary President can be re-appointed for further terms of three years. The Honorary President will be a distinguished science journalist. 

The Honorary President will be expected to:

• Represent the Association, for example to the government, internationally and in the media, to assist with activities such as fundraising;
• To advise the Executive Board and Chair of the Association on issues as they arise from time to time;
• To act in the best interests of the association.

The Honorary President has no executive role. The Honorary President maintains an oversight and advisory role.