The work of the PCC Secretary is a ministry of service and an important role in the smooth running of the church and its affairs. It enables those with a gift for administration to make sure that the church is supported as it goes about its mission. Administration is one of the gifts of God’s Holy Spirit (1 Cor. 12.28) and can be used for the good of God’s people and God’s mission in the world.
Thanks to the work of the PCC Secretary, PCC members can be well prepared for meetings, decisions are made clear so that the right actions are undertaken, and, during a vacancy, the processes for appointing a new minister run smoothly.
The role of the PCC Secretary
The main responsibilities of the PCC Secretary are to support the Chair of the PCC in the preparation and organisation of meetings and to handle all correspondence on behalf of the PCC. The team at Cuthbert House will also need to contact you from time to time to request specific information.
Key tasks
- To work with the Chair of the PCC to prepare the agenda and supporting papers for meetings of the PCC
- To advise PCC members of the dates of the meetings, and to prepare, produce and issue the agenda and supporting papers
- To attend PCC meetings, record attendance and take accurate notes from which to prepare the minutes
- To handle correspondence on behalf of the Parish
- To organise the Annual Parochial Church Meeting (APCM) post the appropriate notices and request, collect, duplicate and issue written reports, agendas and minutes.
- To prepare, or have prepared, an Annual Report to the APCM on the work of the PCC and upload a copy together with a signed copy of the Annual Accounts.
- To ensure that there is an up-to-date copy of the Church Representation Rules available at the PCC meetings and understand particularly the rules relating to voting procedures and the eligibility of persons to vote.
- To inform the team at Cuthbert House of the name of the parish officers elected at the Annual Parochial Church Meeting (APCM) - churchwardens, treasurer, safeguarding officer and secretary - and any changes to parish officers as required.
In addition, secretaries may be asked:
- To post the appropriate notice and certificate for the Electoral Roll (in the absence of an Electoral Roll Officer).
- To service meetings of other groups in the parish.
- To seek information from the Diocesan Advisory Committee (DAC) and/or to handle applications for Faculties.
PCC Secretaries’ Handbook
The Diocese of Southwark has produced a helpful handbook for PCC secretaries that is well worth reading.