Roles and responsibilities
PRESIDENT
Who will I be responsible to?
The club as a whole
Who will I be responsible for?
All club members
What is my role?
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Chair the Committee meetings and AGM, in the absence of the Club Chairman.
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Assist the Club Committee as and when required.
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Attend any other meetings/functions relating to the Club, or projects the Club is involved in.
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Assist in the running of the Club Presentation Evening and Presidents Day
CHAIR
Who will I be responsible to?
The Club Committee
Who will I be responsible for?
All committee members
What is my role?
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Chair the Committee meetings and AGM
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Assist the Club Secretary to produce the agendas
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Lead the committee in making decisions for the benefit of the whole club including disciplinary matters.
TREASURER
Who will I be responsible to?
The Club Committee
What is my role?
The main purpose is to look after the finances of the club, to keep the books and make sure that the club operates within the annual budget. Attend the Committee meetings and AGM
What else can you tell me about the role?
The Treasurer must be well organised, able to keep records, careful when handling money and cheques, scrupulously honest, able to answer questions in meetings, confident handling figures, prepared to take instant decisions when necessary.
What tasks are involved?
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Collecting subscriptions and all money due to the organisation
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Paying the bills and recording information
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Affiliating the club to the County Hockey Association and England Hockey
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Affiliating the club to the league(s) and working with the Secretary to register players
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Keeping up date records of all financial transactions
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Ensuring that all match fees and cheques are promptly deposited in the bank
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Ensuring that funds are spent properly
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Issuing receipts for all money received and recording this information
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Reporting regularly to the committee on the financial position
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Preparing a year end statement of accounts to present to the Auditors
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Arranging for the statement of accounts to be audited
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Presenting an end of year financial report to the AGM
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Financial planning including producing an annual budget
SECRETARY
Who will I be responsible to?
The Club Committee
What is my role?
The Club Secretary should with the assistance of the Club Captains provide the main points of contact for people within and outside the club on just about every aspect of the club’s activities.
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To be the ‘principal administrator’ for the club
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To carry out or delegate all of the administrative duties thereby enabling the club and its members to function effectively
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To work alongside the treasurer to see that all affiliation/registration documents are accurate and are paid on time
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Attend the Committee meetings and AGM.
What else can you tell me about the role?
This is a demanding, high profile role that has a major impact on the efficient and effective management of the club. The Secretary has contact with a wide range of people within and outside the club. Representation of the club at outside meetings provides the opportunity to find out what’s going on at league and county level and this could be a platform for future volunteering opportunities.
What tasks are involved?
Tasks will include:
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Attending county and league meetings (as appropriate)
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Dealing with correspondence
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Organising committee meeting
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Setting the agenda for committee meetings (with the assistance of the chair person)
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Taking minutes at committee meetings
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Maintaining an accurate list of club members details
Press / Communication Officer
Who will I be responsible to?
The Club Committee
What is my role?
The main purpose is to look after the club website and ensure all club members are kept up to date with club affairs. Attend the Committee meetings and AGM
What else can you tell me about the role?
The communication officer must be computer literate, well organised, a confident communicator and able to keep accurate and up to date records.
What tasks are involved?
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Maintains website permissions for users and moderates website if required
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Keeping backups of the website and associated database
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Applying updates to website software as appropriate
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Implements new sections, features to the website as appropriate
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Keep an email mailing list of players; seek new addresses from Club Secretary and Team Captains
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Send out blind carbon copy emails to mailing list informing club members of notable events as required by the committee and social secretary
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Act as first point of contact for any queries received via the website
Youth Development Officer
Who will I be responsible to?
The Club Committee
What is my role?
The main purpose of the Youth Coordinator is to oversee the development of youth team coaches and teams.
What else can you tell me about the role?
As the Club Youth Coordinator it is advisable for you to have an England Hockey Player Coach accreditation, to have attended a Child Protection and Best Practice Workshop (or be available to attend one ASAP) and to have good communication skills.
Training courses in club development is advisable.
Training courses are available through effective the Sport England ‘Developing a Junior Club’ and ‘Sports Link’.
Attendance at relevant County, Regional and local meetings / forums, including Herts Hockey Development Group and WHSPAA
Knowledge of other local clubs and the ability to build network with opposite numbers. Develop relationship with England Regional Development Officer
What tasks are involved?
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Co-ordinate the recruitment of junior players
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Co-ordinate the recruitment of coaches / managers for junior sessions and teams
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Assisting/delivering youth sessions
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Organise fixtures for junior teams in liaison with the youth manager
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Liaise with schools to recruit junior players
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Liaise with Local Authority Sports Development Unit / County Hockey Development Officer to recruit junior players, recommend players to development centres and or centres of excellence, county squads, etc.
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Maintaining Clubs First Award
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Obtaining and developing Club - School Links
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Co-ordination of England Single System
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Production of Junior Development Plan
Welfare Officer
Who will I be responsible to?
The Club Committee
EXPERIENCE & KNOWLEDGE
The Club Welfare Officer is expected to have knowledge of the following:
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Knowledge of the England Hockey Child Welfare Policy & Procedures
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Knowledge of core legislation, government guidance and national framework for child protection
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Basic knowledge of roles and responsibilities of local statutory agencies (social services, police and Area Child Protection Committees). The CWO should have full contact details for their local agencies
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Own club’s role and responsibilities to safeguard the welfare of children and young people –boundaries of the club welfare officer role
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Own club’s policy and procedures related to safeguarding children and young people
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Awareness of equalities issues and child protection.
SKILLS
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Basic administration
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Basic advice and support provision
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Child focused approach
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Communication
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Maintain records
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Ability to provide information about local resources
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Ability to promote club policy, procedures and resources
ROLES
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Assist the club to fulfil its responsibilities to safeguard children and young people
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Assist the club to implement its child welfare implementation plan
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To be the first point of contact for staff, volunteers, parents and children/young people where concerns about children’s welfare, poor practice or child abuse are identified
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Be the first point of contact with the England Hockey Child Welfare Officer
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Implement the club’s reporting and recording procedures
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Maintain contact details for local social services, police and the Area Child Protection Committee
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Promote the club’s best practice guidance/code of conduct within the club
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Sit on the club’s management committee
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Ensure adherence to the club’s child welfare training
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Ensure confidentiality is maintained
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Promote anti-discriminatory practice
Team Captains
Who will I be responsible to?
The Club Captains
Who will I be responsible for?
Team players
What is my role?
The primary purpose of this role is to select and organise the playing team each week within the selection policy defined by the club captain.
What else can you tell me about the role?
The team captain should be very well organised, a leader and an excellent communicator.
What tasks are involved?
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Communicates with other team captains and club captains to select a team for every match
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Communicates with players to confirm they are available to play
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Collects match fees from players and pay the umpire
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Brings practice and match balls and a first aid kit to every game
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Responsible for completing and sending off league team sheets and phoning in results
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Ensures collected match fees are given to the treasurer on a regular basis
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Communicates various club news and reminders to the team
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Arranges for match reports to be written and placed on the club website
Fixtures Secretary
Who will I be responsible to?
The Club Captains
What is my role?
The primary purpose of this role is to organise the clubs friendly and league fixtures in accordance with league rules and club policy
What else can you tell me about the role?
The fixture secretary must be exceptionally well organised and to ensure all fixtures are correctly arranged and a good communicator as the fixture secretary needs to liaise with a number of different people
How much time will I need to give to the role?
A large expenditure of time is required prior to the start of the season when the majority of the fixtures are arranged. Some time is required during the course of the season to re arrange any matches which have been cancelled
What tasks are involved?
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Produce and maintain a master fixture list showing times, dates and venues for all competitive and friendly games (including pre-season and mid-league breaks, but excluding summer hockey and tours)
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Arrange venues and times for all competitive and friendly home games (including re-arranging postponed games) ensuring league rules and club policies are observed
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Liaise with Facilities Manager to determine availability of home venues and request booking of pitches and teas
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Inform Umpires Coordinator of any changes to fixtures (home or away) and where possible accommodate requests to arrange fixtures to suit likely availability of home umpires
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Liaise with opposition Fixtures Secretaries to arrange friendlies, collate a list of away league fixtures and re-arrange postponed league games
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Liaise with Team Captains regarding preferences for friendlies and rearranged fixtures; and Enter fixtures and amendments onto relevant league websites ensuring that league rules and club policies are observed
UMPIRE COORDINATOR
Who will I be responsible to?
The Club Captains
What is my role?
The primary purpose of this role is to ensure that all teams have an appropriately qualified umpire for every match.
What else can you tell me about the role?
The umpire coordinator must be well organised to ensure all teams have an umpire every week. The umpire coordinator needs to be a good communicator as the job require liaising with a number of different people
How much time will I need to give to the role?
Approximately 1 hour per week plus attendance at committee meetings
What tasks are involved?
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Coordinating the clubs qualified umpire to ensure all teams have an umpire
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Responsible for coordinating all umpire related activities such as informing the club of L1 umpire courses
CLUB VOLUNTEER CO-ORDINATOR
Who will I be responsible to?
The Club Committee
Who will I be responsible for?
All who volunteer in and for the club
What is my role?
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To do all possible to recruit, recognise, reward and retain those who volunteer for the club
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Provide access to coach, official, volunteer opportunities for club members
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Write a Club Volunteering Plan
What else can you tell me about the role?
As the Club Volunteer Coordinator you will be expected to work closely with the Secretary and the Youth Development Officer.
It is essential that you are enthusiastic, knowledgeable and keen to encourage and promote all of the volunteering roles within the club.
You will benefit from having a sound knowledge of local volunteering agencies from where we could recruit specialist volunteers to assist us at events or particular tasks e.g. auditor or event management. You should attend club committee meetings and the AGM.
What tasks are involved?
Tasks will include:
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Appointing umpires, managers and mentors to teams and individuals
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Raising the awareness of opportunities for volunteers and volunteering within the club, the county and beyond (e.g. at events and with and for other organisations)
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Recruiting volunteers from within the membership and beyond to open and close the club house, help set-up the pitches, run the bar, make teas for home games, clean the changing rooms, wash the kit, transport the juniors to and from events etc
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Produce a monthly information report for all areas of volunteering within the club
