Branches and Groups

The role of a Chair is to ensure that the network’s (branch, district or section) business is organised and run in an efficient and effective manner and to co-ordinate the activities of the Network in line with those of IOSH and its strategy.

The Chair liaises with the Committee Members, the Regional Manager and other IOSH staff. They will also work with network members and external stakeholders.

The Chair's term of office is for two years. They are eligible for re-election for up to a maximum of four consecutive years. 

Key responsibilities are:

Committee

• Chair the committee and Network meetings ensuring that business is conducted efficiently, effectively, in a professional manner, within the constitution, and that decisions are suitably recorded and communicated.
• Co-ordinate the roles and activities of the executive committee to promote the development of the Network by providing what its members and other stakeholders need.
• To decide how best to assign tasks to individual executive committee members and assist them in fulfilment of their role, as requested.
• To provide general support to committee members.
• Work with the Regional Managers, who will liaise with the teams within IOSH, to produce an online programme providing details of the agreed schedule of meetings and activities.
• A Chair is an ex-officio member of any district or section Executive Committees.

Activities

• Ensure that activities and new initiatives support the wider aims and objectives of the Institution and align with the Charter and Byelaws, and relevant strategy and priorities. 
• Ensure that events and projects carried out receive appropriate approval.
• Ensure that events and projects carried out are in line with IOSH branding guidelines and are suitable for the Institution’s image.
• To introduce new members to the network at the earliest opportunity.
• To oversee the production of a schedule of meetings and activities.

Communication

• To act as a key contact for the network and co-ordinate correspondence between the network and IOSH staff.
• To be one of the main points of contact with the Regional Managers and other IOSH staff.
• Ensure that committee members and network members are kept abreast of news, points of interest and developments within IOSH.

Governance

• Ensure that the elected committee meets regularly and works effectively. 
• Oversee the activities of the Network and ensure compliance with Regulation 15 as detailed in the IOSH corporate manual. 
• Have and exercise a second or casting vote in the event of tied votes on any motion properly put. 
• If the committee are made aware, bring the details of possible professional misconduct of Network members to the attention of IOSH staff. 
• Act as a focal point within the network to deal with any areas of complaint or dissatisfaction from network members relating to the activities of the network. 
• Branch Chairs to ensure that an Annual General Meeting (AGM) is arranged in line with Regulation 15. 
• Ensure that network finances are managed within the financial parameters as prescribed by IOSH. 

The Vice-Chair will provide support and assistance to the Chair and assist in co-ordinating the activities of the Network. They will promote and assist in the achievement of IOSH’s objectives and strategy.

The Vice-Chair liaises with Committee Members, the Regional Manager, other IOSH staff, network members and external stakeholders.

The Vice-Chair's term of office is for two years. They are eligible for re-election for up to a maximum of four consecutive years. 

Key responsibilities are:

Committee

• Chair the committee meetings and ensure that they are conducted in a professional manner in the absence of the Chair.
• Assist in co-ordinating the roles and activities of the committee to promote the development of the network by meeting the needs of members and other stakeholders.

Activities

• Support the IOSH Campaigns through events, projects, etc.
• To support and assist the Chair, with particular emphasis on developing membership.

Communication

• Ensure that committee members and network members are kept up to date with news, points of interest and developments within IOSH.
• To act as a key contact for the network and co-ordinate correspondence between the network and IOSH staff as required by the Chair.

Governance

• Deputise for the Chair during an absence and comply with the Chair’s key responsibilities.
• Assist in overseeing the activities of the network to ensure compliance with Regulation 15 as detailed in the IOSH corporate manual.
• To act as a key contact within the network to deal with any areas of complaint or dissatisfaction from branch members relating to the activities of the network in the absence of, or at the request of, the Chair.
• Have and exercise a casting vote in the event of tied votes on any motion properly put, in the absence of the Chair.

The role of a Secretary is to co-ordinate the Network administration and maintain all relevant documentation, records and correspondence.

The Secretary liaises with Committee Members, IOSH staff, network members and external stakeholders.

The Secretary's term of office is for two years, they are then eligible for up to a maximum of four consecutive years. The Secretary may be in any IOSH membership category.

Key responsibilities are:

Activities

• Co-ordinate, file and maintain documents and records, including details of the committee and other key contacts.
• Correctly follow the process for AGM in line with Regulation 15.
• Arrange meetings and notify committee members and their Regional Manager with the details.
• Attend committee meetings, take minutes and record the minutes in a suitable format.
• To ensure the Regional Manager is informed about changes to committee members’ details.
• To act as a representative of the network on matters agreed by the committee.
• Organise and maintain attendance records for each branch meeting.

Communication

• Ensure any relevant correspondence from IOSH staff received by other committee members is brought to the committee’s attention at meetings.
• Work with the Chair to prepare and communicate agendas and meeting notes/minutes for committee and statutory network meetings in a timely manner.
• Provide a copy of the committee meeting minutes to the relevant IOSH staff.
• Manage correspondence with IOSH staff, network members and others as necessary, keeping committee members informed where appropriate.
• Liaise with officers in other Networks with regard to network affairs.

The Treasurer will work alongside the Chair and Regional Manager on any financial matters relating to the network; update the committee about such matters and manage a record of the networks financial transactions in line with IOSH policy and guidance.

The Treasurer liaises with Committee Members, IOSH Staff and network members.

The Treasurer’s term of office is for two years, they are then eligible for re-election up to a maximum of four consecutive years. The Treasurer may be in any IOSH membership category.

Key responsibilities are:

Committee

• A Branch Treasurer is an ex-officio member of any district or section Executive Committees.

Activities

• Manage overall budget of the network.
• Administer the network finances, maintaining suitable income and expenditure accounts to show and explain all transactions.
• Work with the committee to ensure that expenditure incurred by the network is at all times ‘in pursuance of the Institution’s objectives’ as laid down in the Royal Charter and in line with IOSH policy.
• Manage committee members’ expenses incurred in the course of their duties, within one month of submission and forward to Regional Manager to be processed.
• Treasurer to reconcile the branch bank account monthly report sent from head office with the network income and expenditure records.
• Prepare and submit to IOSH, via your Regional Manager, an annual budget showing the financial requirements of the branch to enable activities for the membership to be provided.
• To present a brief summary of the financial status of the network at each committee meeting.

The role of a Communications Co-ordinator is to assist the committee with all relevant communications, liaising with their Regional Manager and, where necessary, the IOSH Marketing Communications team.

The Communications Co-ordinator's term of office is two years, they are then eligible for re-election for up to a maximum of four consecutive years. The Communications Co-ordinator may have any membership category of IOSH.

Key responsibilities are:

Activities

• Leading on highlighting IOSH campaigns by liaising with IOSH staff when required.

Communication

• Overseeing the relevant network pages on the IOSH website:
  - understand IOSH online standards and work within given guidance
  - liaise with committee members to collate information needed for the website
  - co-ordinate the uploading of content on the website for the network by sending forms with content to webhelp@iosh.com
  - check to make sure information on network pages is current and up to date, sending new information as it is needed and requesting the removal of old or obsolete information.
• Helping send direct committee mailer messages to members:
  - liaise with Chair and committee to agree on content and timelines for messages.
  - input message into Mailer online system and have content proofread by another member.
• Communicating to members through use of IOSH approved social media.

There are also number of committee members that sit on Executive Committees. They will support the running of the Network and provide general help and advice for achieving the aims of the branch or district.