What Are The Skills That Your PTA Dream Team Really Needs?
Clare Jenner explains how the key to setting up a successful PTA is identifying what skills are available among those keen to be involved – and being able to work out who’s best placed to take on what…
- by Clare Jenner
We all know that PTAs are a real force for good in our schools. They work hard to raise funds, support school events, forge good relationships between teachers and parents and engage the local community.
Yet despite the importance of such groups, research we’ve carried out at PTA UK shows that only one in 10 parents report ever being involved in their school PTA, with the biggest barriers to engagement being a lack of time and a fear of not having the right skills to support the group. The reality is that being involved in a school PTA doesn’t have to take up a lot of someone’s time, if they don’t want it to.
Furthermore, many would-be volunteers will likely possess many of the skills needed to make them a truly valued member of the team – they just don’t realise it. But first, it’s important to get the basics right.
Elect a Chair
The role of Chair is really important. A good Chair will run meetings efficiently, gather views and give everyone a chance to have their say. They should make sure that committee members are familiar with the association’s constitution, and aware of their roles and responsibilities as committee members and trustees (remembering that all committee members are automatically trustees of the association). If there is no Chair the job can be done by other committee members, taking it in turns to lead meetings until a new one is elected.
WHAT MAKES A GOOD CHAIR? It’s a role that requires you to be organised and inclusive, as it will be your responsibility to prepare for meetings with the Secretary, invite committee members, parents and staff, suggest items for the agenda, delegate tasks and monitor their progress. You’ll be the main link between the school and the committee, and will need to ensure the committee fulfils its role in respect of governance of the association, as set out in the constitution.
That means that you’ll be responsible for holding an AGM, managing the election of committee members and ensuring that annual returns are completed, if your PTA is registered with the Charity Commission. The Chair may also be a signatory on the PTA bank account (along with at least one other committee member) and will work with the Secretary to produce the annual report.
Elect a Secretary
The Secretary supports the Chair to build effective communication links between the school and the association.
Amongst other duties, the Secretary s responsible for preparing for meetings, circulating agendas and minutes and keeping track of attendance and actions agreed, as well as maintaining the PTA’s records. These include updating trustee details with the Charity Commission and helping the Chair to write the annual report for the association. The Secretary can also be a signatory on the PTA bank account and handles written and email correspondence received by the association.
WHAT MAKES A GOOD SECRETARY? To be a good secretary, you’ll need to be organised and efficient. You’ll also need to be a good listener, with the ability to identify key discussion points, actions and agreements at meetings, so that they can be accurately recorded in the minutes. It’s also important for you to be calm, friendly and approachable.
Elect a Treasurer
The treasurer has an important role in leading the way when it comes to the control and management of PTA funds.
It’s worth remembering however, that all committee members have equal responsibility here. Treasurers ensure that accurate financial records are kept and best practice procedures are followed for counting money, banking and making payments. They should keep the committee updated with regular reports at every meeting and see that end of year reports are completed for the association’s AGM.
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Other responsibilities include ensuring that procedures for making approved payments and claiming approved expenses are followed by all committee members; arranging independent reviews of the association accounts; completing the Charity Commission annual return (if applicable); and managing or helping another committee member to manage Gift Aid.
WHAT MAKES A GOOD TREASURER? Treasurers need to have a basic understanding of bookkeeping, so that they’re able to accurately manage records of income and expenditure. They also require an eye for detail, especially when making up floats and collecting money from various stalls, and need to be a real team player. The role calls for an ability to remain calm during busy times. Rather than work in isolation, a treasurer will need to communicate regularly and clearly with the rest of the committee.
Build your committee
Beyond these three key roles, there will be many other roles that committee members can get involved in to help support various PTA activities and events. When recruiting new committee members, be aware that the following skills and attributes can make a real difference:
• A confident and assertive personality • The ability to remain impartial • A calm, friendly, enthusiastic and approachable demeanour • Organisational and delegation skills • A willingness to be visible and available to others • A readiness to be flexible (bearing in mind that your committee members will likely have to plan around the needs of their own children) • A readiness to be objective and realistic • A sense of humour
Being part of the school PTA is highly rewarding. The reality is that every parent will have something to offer – you’ll often find that the concerns many have about not possessing the right skills are unfounded.
Once a volunteer gets involved, they may well discover something that they’re particularly good at and learn some new skills – all while doing something good for their children and their school.
Further information
PTA UK members can download further information about committee roles and responsibilities, plus a range of resources such as simple accounting templates and a ‘good practice’ guide for Treasurers, from our online advice hub. If your school has yet to join PTA UK, details of how to apply and our membership benefits are available by contacting 0300 123 5460.
More information regarding training courses that can help schools to better engage parents or assist with setting up a parent group can found at parentcouncils.co.uk
