ColSoc Committee role descriptions

Secretary

The Secretary supports the smooth and effective running of the Society through clear administration and communication. They manage correspondence and records, organise meetings, and ensure key information is properly documented and shared. The role is central to good governance in a volunteer-led organisation and underpins the Society’s work in beetle recording, research, and conservation.

Key responsibilities:

1. Manage the Society’s correspondence and records

2. Prepare agendas and take minutes for meetings and the AGM

3. Support communication between the committee and members

4. Keep key documents and policies up to date

5. Act as a point of contact for external enquiries

6. Support the Chair in the day-to-day running of the Society

7. Work with the Chair and Vice-Chair to organise the annual Coleopterists Day

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Treasurer

The Treasurer provides financial stewardship for the Society, ensuring its resources are managed responsibly in support of beetle recording and conservation. They maintain clear and accurate financial records, support budgeting and planning, and advise the committee on financial decisions. The role helps ensure the long-term sustainability and effective governance of a volunteer-led organisation.

Key responsibilities:

1. Manage the Society’s finances, including income, expenditure, and bank accounts.

2. Keep accurate financial records and prepare simple reports for committee meetings and the AGM.

3. Support the committee in budgeting and financial planning to deliver the Society’s aims.

4. Ensure subscriptions, payments, and reimbursements are processed accurately and on time.

5. Advise the committee on the financial implications of projects, events, publications, and grants.

6. Support compliance with charity and financial reporting requirements, as appropriate for a volunteer-run organisation

7. Facilitate fundraising to support ColSoc activities, such as charitable donations.

 

Chair

The Chair provides strategic leadership for the ColSoc, supporting its aims in beetle recording, research, conservation, and outreach across Britain and Ireland. They coordinate and chair committee activity, ensuring the Society is well governed, inclusive, and effective as a volunteer-led organisation. The Chair also represents the Society externally, fostering partnerships and promoting the importance of beetles and coleopterology.

Key responsibilities:

1. Provide overall leadership and coordination for the Society, supporting officers and volunteers.

2. Chair committee meetings and help set priorities aligned with the Society’s aims.

3. Represent the Society externally and foster links with allied organisations and recording bodies.

4. Support and promote beetle recording, research, and conservation activities across Britain and Ireland.

5. Encourage participation, inclusion, and development of amateur, student, and professional coleopterists.

6. Oversee effective communication and dissemination of information through publications, events, and online platforms.

7. Organisation and programme development of the annual Coleopterists Day with support from the Secretary and the Vice-chair.

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Vice-Chair

The Vice-chair is expected to step into the role of Chair to fulfil any of the tasks outlined in the Chair role, when the Chair is not available. They will provide administrative, and logistical support to the Chair.  

Key responsibilities:

1. Support the Chair in administrative tasks.

2. Fulfil any of the roles and responsibilities of the Chair when required.

3. Work with the Chair and Secretary to organise the annual Coleopterists Day

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Recording Officer

To actively contribute to the management and strategic direction of the Coleopterists Society of Britain and Ireland (ColSoc), with a specific emphasis on modernizing and enhancing the quality of national beetle recording and data management to meet the society's long-term conservation goals.

Key Responsibilities:

1. Advise the Management Committee on issues related to record centres, data management, and the use of Geographic Information Systems (GIS) and SQL.

2. Help formulate and implement the society's strategy to improve the amount and quality of beetle data within the National Biodiversity Network (NBN).

3. Support the society’s commitment to digital modernization, including contributing to the development of the UK Beetle Recording website.

4. Oversee the quality assurance process for all historical beetle records uploaded to the NBN to address the proportion of unvalidated and low-quality data.

5. Drive initiatives to expand the geographical spread of beetle recording, focusing efforts on currently under-recorded areas across Britain and Ireland.

6. Facilitate and promote the efficient and timely uploading of coleoptera data collected during society-run field meetings onto the iRecord platform.

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Field meetings Officer

The Field Meetings Representative plans and coordinates the Society’s field meetings, selecting sites of beetle interest based on habitat, rarity, and conservation value. They work with volunteers to organise and lead meetings, encourage participation from new and existing supporters, and ensure a welcoming and inclusive field experience. The role also oversees the collation of beetle records from meetings, working closely with the Recording Officer to submit high-quality data to biological records centres and iRecord in support of beetle research and conservation.

Key responsibilities:

1. Select and plan field meeting sites based on beetle interest, habitat diversity, rarity, and conservation value

2. Recruit, coordinate, and support volunteers to assist with planning, managing, and leading field meetings

3. Organise and oversee field meetings, ensuring they are well run, inclusive, and welcoming to new participants

4. Encourage participation from new and existing supporters, promoting learning and engagement with beetle recording

5. Compile and curate beetle records generated during field meetings

6. Work closely with the Recording Officer to ensure accurate submission of records to biological records centres and iRecord

 

Country Representatives: Scotland, Wales, Ireland

The Country Representatives act as the Society’s local link in Scotland, Wales, and Ireland, supporting beetle recording, conservation, and engagement at a regional level. They represent regional interests to the committee, liaise with local authorities and landowners, and help deliver field meetings and activities. The role promotes participation, builds local partnerships, and strengthens the Society’s national and international impact through strong regional connections.

Key responsibilities:

1. Act as the in-country representative and report on relevant regional Coleoptera activities e.g. conservation initiatives, to the committee.

2. Be the liaison point between relevant in-country authorities (e.g. landowner permissions for field meetings).

3. Be the main organiser for in-country field-meetings, usually more than three to four days duration.

4. Promote the ColSoc locally to recruit supporters and generate interest in Coleoptera in general.

5. Report to the committee on regional attendance and liaise with other committee roles for project support e.g. Treasurer.

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Conservation Officer

The Conservation Officer will support the coordination and development of national beetle recording activities, working closely with volunteer recorders and society officers. The role focuses on data handling, communication, and practical support to strengthen the evidence base for beetle conservation, whilst working with relevant societies. This is a collaborative role which requires initiative to develop partnerships with relevant conservation initiatives and bodies.

Key responsibilities

1. Seek out areas of conservation concern and report to ColSoc committee.

2. Support the collection, collation, and basic analysis of national beetle records.

3. Liaise with volunteer recorders and schemes to provide guidance, encouragement, and feedback.

4. Help prepare simple summaries, reports, and updates on recording activity and trends.

5. Contribute to outreach activities, newsletters, and online content related to beetle conservation.

6. Support society events, training sessions, and workshops for recorders.

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Web Manager and Supporters’ secretary (Digital communication and engagement)

The Web Manager and Supporters’ Secretary is responsible for maintaining and developing the Society’s online presence and supporting effective communication with members and supporters. The role ensures that the Society’s website remains accurate, accessible, and up to date, and that supporters are well informed about news, events, and opportunities to engage with beetle recording and conservation.

The postholder liaises with the website platform provider to ensure the smooth technical and financial operation of the site and supports good data management and inclusive communication practices in line with GDPR and DEI principles.

Key responsibilities:

1. Maintain and update the Society’s webpages, ensuring information is accurate, clear, and current.

2. Communicate Society news and updates to supporters, with particular emphasis on meetings and events.

3. Manage website hosting and domain renewals, monitoring subscriptions and payments as required.

4. Update the website with relevant Coleoptera news, events, and opportunities.

5. Manage supporter information responsibly, ensuring compliance with GDPR and inclusive communication practices.

6. Report annually to the committee on website usage (traffic) and supporter numbers.

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Social media and education

The Social Media and Education Officer promotes the work of the Coleopterists Society of Britain and Ireland through engaging digital and educational content across social media platforms. The role supports learning about Coleoptera for supporters, and the wider public, increasing awareness of beetle recording, research, and conservation, and sharing society events as well as accessible resources. The post holder works closely with other committee members and affiliate societies to ensure outreach is accurate and effective.

 Key responsibilities:

1. Maintain an active and social media presence that reflects the Society’s work and values.

2. Share educational content on Coleoptera biology, identification, recording, and conservation.

3. Promote Society events, meetings and opportunities for participation.

4. Support engagement with new and existing audiences, including the general public and early-career coleopterists.

5. Encourage best practice in recording and learning, signposting to Society and partner resources.

6. Review and report social media activity annually to the committee.

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