Key requirements for the job:

• Supportive committee
• Supportive members
• Understanding and supportive colleagues at work
• Flexibility to juggle work commitments with often short deadlines
• Access to e-mail

Secretary

Responsibilities:

• Send out agendas prior to each committee meeting
• Take minutes at each committee meeting. Type up and e-mail to all committee and associate members
• Organise and arrange booking of venues for committee meetings
• Organise AGM mailing
• Request and receive all annual reports from other committee members
• Organise and type AGM agenda
• Organise and coordinate elections
• Consolidate all items for mailing
• Arrange copying of all reports
• Send out mailing, including filing envelopes and arranging postage
• Take minutes at AGM and type minutes for next AGM mailing
• After AGM inform BDA of new committee and proposed dates for committee meetings
• Arrange list of new committee members to be published in Dietetics Today
• Update and circulate address list for new committee members.
• Keep DMEG files and records
• Type and send letters as necessary

Treasurer

Responsibilities:

• Act as a contact point for the BDA Finance Officer
• All financial matters relating to DMEG
• To keep accurate records of all financial transactions
• To balance / reconcile all bank accounts with statement every quarter
• To submit quarterly accounts to the BDA
• To submit all financial records to the BDA for the auditors at the end of their financial year
• To liaise with DMEG Committee regarding the financial request made of DMEG from members and the BDA
• To brief new treasurers and hand over financial books and records

Regional Representatives Coordinator

Role: To facilitate communication between the DMEG committee and the members via the regional representatives.

Activities:

• Keep the list and contact details of regional representatives up to date and
  to circulate them to committee members and the other representatives.
• To advise new regional representatives on their role and to provide
  appropriate information as required (finance claim forms etc.)
• To send committee minutes, and any other items from the committee, to the representatives,
  for them to forward on to members.
• To act as a link from representatives to the committee so issues and ideas can be passed on
  to the committee members.
• In conjunction with the study day coordinator, organise the annual regional representatives meeting
  (usually held in conjunction with the AGM.
• It is very helpful to have access to e-mail. It makes communication much quicker and easier.
• If e-mail is not available access to photocopying is essential.

Web site Editor

Key Role:

• Maintain and update the DMEG web site.
• Keep the DMEG committee and members informed of developments and additions to the web site.
• Identify and develop new web pages as required.

Time required:

• Approximately 4-6 hours per month to read and summarise relevant publications and
  update information contained on the pages. This then needs to be uploaded.
• More time is required for specific developments such as designing a new page or table.

Specific skills needed:

• Able to operate word processing packages, e-mail and web designer programmes

Membership Secretary

Key Roles:

• Maintain the DMEG membership database.
• Perform searches of the database on request of the members, Regional Representatives,
• British Dietetic Association (BDA) and outside agencies.
• Keep the BDA Membership Secretary informed of members of DMEG.
• Maintain personal information and release according to the Data Protection Act.
• Produce, send and process annual subscriptions to DMEG.
• Produce, send and process membership forms to Dietitians who wish to join DMEG.
• Produce and send welcome "Starter" Packs to new members.
• Produce regional mailing lists and labels for Regional Representatives on request.
• Produce committee and full database mailing lists and labels for Committee Secretary on request.
• Produce full database mailing labels for Link-up editor and Study Day co-ordinator on request.

Time required:

• At least 1 hour per week, rising to 2-3 hours per week during the subscription renewal period.

Specific skills needed:

• Able to operate Access databases and Word processing packages.

Link Up Editor

Role:

• To coordinate the production of 3 DMEG newsletters annually - Spring, Summer and Autumn.

Key tasks for each edition:

• Request contributions from the membership as a whole via regional reps and the newsletter itself.
• Liaise with individual dietitians to commission specific articles.
• Liaise with committee members to provide updates on areas such as study days, clinical governance,
  website, chairperson's report, and regional activities.
• Write sections such as committee news, conference dates, key references.
• Type, edit and format submissions.
• Circulate drafts to named individuals for proof reading and amendment.
• Liaise with printers and DMEG treasurer re: costs.
• Arrange printing.
• Collate and send mailing.