Working together to lead your P&C 

Office bearers are volunteers, but together they are responsible for running the P&C as a formal organisation. Each role has specific responsibilities, but no role operates alone. Strong P&Cs rely on shared leadership, clear communication and mutual support. 

This guide explains the main office bearer roles and what each one is responsible for. You don’t need to do everything perfectly. You do need to understand your role, work within agreed processes, and support each other. 

President 

Leading the process, not doing everything 

The president’s role is to support good process and inclusive decision-making. This is a facilitation role, not a control role. 

Key responsibilities 

• Chairs meetings fairly and efficiently 
• Ensures decisions are made in line with the constitution 
• Represents the P&C in discussions with the school 
• Supports committee members and subcommittees 

Good practice 

• Focus on facilitation, not control 
• Encourage participation and respectful discussion 
• Ensure decisions and actions are clearly recorded 

Vice-President 

Providing support and continuity 

The vice-president supports the president and helps maintain momentum across the year. 

Key responsibilities 

• Steps in when the president is unavailable 
• Supports projects, working groups or subcommittees 
• Helps ensure continuity when roles change 
• Might take responsibility for a key service, area, operation or project  

Good practice 

• Stay informed about current issues and priorities 
• Act as a sounding board and support for other office bearers 

Secretary 

Keeping the P&C organised and on track 

The secretary plays a key role in keeping the association organised, informed, and compliant. 

Key responsibilities 

• Prepares meeting agendas in consultation with the president 
• Records accurate minutes and decisions 
• Manages meeting notices, correspondence and records 

Good practice 

• Use templates to support consistency 
• Keep records well organised and accessible for handover 
• Draft and share minutes within a week of a meeting 

Treasurer 

Managing the P&C’s finances transparently 

The treasurer is responsible for overseeing the association’s finances and supporting informed financial decision-making. 

Key responsibilities 

• Oversees banking, payments and financial processes  
• Prepares financial reports for meetings and members 
• Supports financial reviews or audits 
• Helps ensure financial transparency and sustainability 

Good practice 

• Separate decision-making from payment processing 
• Demonstrated use of financial controls 
• Use clear, plain-language reports that members can understand 
• Flag risks or concerns early 

Public Officer 

Keeping the association legally connected 

The public officer is the official point of contact between the P&C and Access Canberra. This role is required for all ACT incorporated associations and focuses on ensuring the association meets its legal and reporting obligations. 

Key responsibilities 

• Acts as the official contact for Access Canberra 
• Lodges required documents, such as updates to office bearers or constitutional changes 
• Ensures regulatory correspondence is received and responded to 
• Helps keep incorporation details up to date 

Good practice 

• Ensure Access Canberra contact details are current 
• Share key correspondence with the committee 
• Work closely with the secretary to avoid duplication 

The public officer role can be held by an office bearer or another committee member, depending on a P&Cs constitution. 

Working as a team 

A P&C works best when: 

• responsibilities are shared 
• information flows between roles 
• questions are raised early 
• support is offered, not assumed 

No one role carries the full responsibility. Office bearers support each other, make decisions collectively, and rely on agreed processes to guide their work. 

Related resources 

• P&C Governance and Operations 
• How meetings and decisions work 
• Managing money and risk 
• Handing over well 

If you’re unsure about your role or how responsibilities are shared, ACT Parents can help.