PTA roles and responsibilities

How a PTA committee is organised

Most PTAs and Friends of School groups have a small committee that makes decisions for the members, plus a wider group of volunteers who help with events. PTA+ describes the usual structure as at least three named officers: the chair, treasurer and secretary. Exact duties vary between committees, so check your PTA constitution for how many committee members you need and how they are elected.

This guide is a planning aid for UK PTAs. It is not legal or financial advice. If your PTA is a charity, the regulator for your nation sets the rules that apply to you.

PTA roles at a glance

Roles can be shared. Parentkind's How to start a PTA guide explains that the chair, secretary and treasurer roles can each be held by one person or by two co-holders, who are then equally responsible.

The PTA chair role

The chair keeps the committee working together and focused on the PTA's purpose. Typical responsibilities described by PTA+ and Parentkind include:

• preparing meetings with the secretary and setting the agenda
• leading meetings so everyone can contribute, and keeping discussion on track
• delegating tasks and checking they are completed
• liaising with the school about fundraising priorities, often through a wish list
• making sure the committee follows its constitution, including holding an AGM
• writing the chair's report for the AGM

Parentkind is clear that the chair cannot make decisions alone. Decisions are made by the committee as the constitution sets out. Its guidance notes the chair usually holds a casting vote in a tie, which often means deferring the decision to the next meeting.

The vice chair

A vice chair is optional. Use the role to support the chair, cover absences and prepare a future chair. Agree in writing what the vice chair does between meetings so the title comes with real tasks. Check whether your constitution names the role and how it is filled.

The PTA secretary role

The secretary keeps the PTA organised and its records accurate. Typical tasks listed by PTA+ and Parentkind are:

• circulating the agenda before meetings
• taking minutes that record attendance, decisions, proposals and actions
• circulating approved minutes with reminders of agreed actions
• managing communication between the committee, school and families
• checking meetings have enough people for a quorum
• maintaining the PTA's records
• helping the PTA meet its data protection duties
• updating trustee details with the charity regulator where needed

Good minutes are short and focused on decisions. Record who agreed what, the amount of any spending approved and who owns each action.

The PTA treasurer

The treasurer looks after the PTA's money in line with committee decisions. Define the role clearly and make sure the treasurer has support from the rest of the committee.

Treasurer responsibilities

Drawing on PTA+ and Parentkind's governance guide, the treasurer usually:

• keeps accurate, up-to-date financial records
• presents a financial update at each committee meeting
• manages the bank account and any online payment platforms
• prepares floats and follows good practice for counting and banking event money
• makes payments the committee has approved
• runs the process for claiming approved expenses
• prepares the treasurer's report for the AGM and arranges an independent examination of the accounts
• completes the regulator's annual return if the PTA is a registered charity

The committee as a whole approves spending. PTA+'s trustee FAQs stress that the whole committee, not only the treasurer, is responsible for managing the charity's funds responsibly.

Financial controls

The Charity Commission's guidance on internal financial controls (CC8) says all charities need financial controls, whatever their size. All trustees remain responsible even when they delegate the detailed work. It also says the bank account should be in the charity's name, matching its governing document, and that controls should be reviewed at least once a year.

Practical controls for a PTA:

• Two signatories. The Commission's guidance on governing documents (CC22b) expects the constitution to say who can sign and whether two signatures are needed. Parentkind describes officers acting as signatories alongside at least one other committee member.
• Approval before spending. Record each spending decision in the minutes.
• Two people counting cash. Count event takings together and both sign the record.
• Receipts for every claim. Agree that expenses are only repaid against a receipt.
• Separate accounts. PTA+ advises that the PTA and school should never share a bank account.

Gift Aid

GOV.UK explains that a charity can claim back 25p every time an individual donates £1. To claim, you must be recognised as a charity for tax purposes, which you apply for through HMRC charity recognition. The donor must make a Gift Aid declaration and have paid at least as much Income Tax or Capital Gains Tax in that tax year as you want to claim. There are rules on which donations qualify, so check them before claiming on anything other than a straightforward donation.

Trustee duties if your PTA is a charity

If your PTA is a charity, its committee members are charity trustees in law, whatever they are called. The Charity Commission's guidance The essential trustee (CC3) applies to charities in England and Wales, whether registered or not. Among other duties, it says trustees must:

• be eligible and properly appointed under the governing document
• be at least 18, for a charity that is not a company or CIO
• act in the charity's best interests and deal with conflicts of interest
• manage the charity's resources responsibly and not over-commit it
• act with reasonable care and skill, taking advice when needed

CC3 also recognises that most trustees are volunteers. Trustees are expected to do their best rather than be perfect, and charity law generally protects trustees who act honestly and reasonably. In Scotland, OSCR publishes its own guidance. In Northern Ireland, CCNI recommends at least three charity trustees and sets its own rules.

Event leads, other roles and volunteers

Beyond the officers, many PTAs add roles as they need them. Parentkind's guide describes a grants officer who researches funding, prepares bids with the chair and treasurer, and records each bid's outcome. Our PTA grants and funding guide covers that work. Other common roles include a communications lead, volunteer coordinator and class representatives.

For each event, name one lead who owns the plan and reports back to the committee. Volunteers who help on the day do not need a committee seat. Give them a clear task, time and contact. Our members and volunteers page explains how Parents Anywhere approaches committee roles and participation.

Share the load

When one person carries most of the work, the role becomes hard to hand on. Spread it early.

• Write a one-page description for each role.
• Use co-chairs or co-treasurers if your constitution allows.
• Pair each officer with a deputy who learns the role.
• Break large jobs into tasks with owners and dates.
• Ask for help with specific, time-limited tasks.
• Review the workload at each AGM.

Committee roles checklist

• Confirm each officer was appointed as the constitution requires.
• Write a short description for every role.
• Agree who approves spending and record it in the minutes.
• Confirm the authorised signatories on the bank account.
• Update signatories and regulator trustee details after changes.
• Agree how event money is counted, recorded and banked.
• Check HMRC recognition and the rules before claiming Gift Aid.
• Name a lead for each upcoming event.
• Store minutes, accounts and role notes where the committee can find them.

When officers change, use our PTA handover checklist to pass on records and access.

Make each role easier to run

Clear roles are easier to fill when the tools are simple. Parents Anywhere brings a PTA website, members and volunteers, events and bookings, and payments together, so officers are not juggling separate lists. Contact us to talk through how your committee works.