Parent Committee

The role of the committee

Polstead Preschool is run by a committee of parents who undertake various roles on a voluntary basis.

Committee Positions

Position	Responsibilities	Skills
Chair	Represent and act as a spokesperson for the preschool Chair committee meetings, general meetings and the Annual General Meeting (AGM) Set the agenda for meetings together with the secretary Co-ordinate the work of the committee to ensure effective administration Act as the 'Nominated Person' for Ofsted purposes Line manage the preschool supervisor Support committee members and authorise the work of the treasurer Assist with recruitment of new staff Assist the staff liaison committee member with staff appraisals Keep abreast of main issues	Leadership skills Good communicator Excellent organisation skills Public speaking
Secretary	Respond punctually to all correspondence Organise meetings and arrange refreshments Draw up meeting agendas Record accurate minutes of meetings and circulate minutes to all members Ensure office record-keeping is up-to-date Support committee and staff members by ensuring the administrative function is efficient	Excellent organisation skills Good time-keeping Excellent attention to detail Good word-processing skills
Treasurer	Ensure the committee is aware of the financial position of the charity Provide statement of accounts at committee meetings Communicate financial responsibilities to committee members and staff Ensure the committee apply the charity’s resources exclusively in pursuance of its charitable objectives Manage funding and maintain the accounts for the charity Present annual accounts at AGM (usually in September) Manage the charity’s bank account, updating the list of signatories as necessary Prepare an annual budget and report on actuals vs budget Ensure the charity’s financial records are maintained accurately and updated on a timely basis Manage staff payroll and volunteers’ expenses Arrange for the annual accounts to be checked independently	Excellent communication skills Sound financial management skills Good analytical skills Excellent attention to detail Knowledge of maintaining accounts for a charitable organisation Highly competent with spreadsheet software
Staff Liaison	Establish and implement procedures to enable safe and effective recruitment of personnel Organise recruitment of new staff Draw up and issue employment contracts Ensure job descriptions for staff are kept up to date Conduct staff appraisals together with the chair Motivate and develop staff together with the supervisor Liaise with the treasurer regarding staff salaries and payments	Good communication skills Excellent listener Good organisation skills Highly competent with word-processing software Safer recruitment training
Admissions	Communicate with prospective parents Ensure the completion of registration forms Collect registration fees and deposits Manage the waiting list Offer spaces when they become available Manage child records Manage attendance plans	Excellent attention to detail Excellent communication skills Excellent organisation skills Good office productivity software skills (word processing and spreadsheets)
Billing	Communicate with parents on funding and billing issues Liaise with the Oxford City Council on early years funding Manage the billing of extraordinary items, for example, extra days and changes to attendance plans Ensure the timely preparation of the data for the production of invoices Generate invoices and distribute to parents	Excellent attention to detail Excellent communication skills Excellent organisation skills Good office productivity software skills (word processing and spreadsheets)
Fundraising	Develop new and imaginative fundraising activities Promote preschool events with parents and carers Set budgets for fundraising activities Motivate and facilitate supporters to maximise the funds they raise Organise fundraising activities including recruiting volunteers Secure sponsorship by or from local vendors	Excellent negotiation skills Good communication skills Excellent organisation skills Excellent delegation skills Good reporting skills Good office productivity software skills (word processing and spreadsheets)
Events	Promote preschool events with parents and carers Manage preschool events, including the nativity play, Christmas party, Easter event, summer trip, summer fun day and outings for the children Recruit helpers for events Plan and delegate event activities Carry out risk assessments for events Ensure the safety of children attending events Carry out reviews on completed events	Good communication skills Excellent organisation skills Excellent delegation skills Good attention to detail Good reporting skills