Recommended Committee
Structure and Reporting Pathway
CLUB HIERACHY
ANDOVER HOCKEY CLUB
CLUB OFFICIALS ROLE DESCRIPTIONS
This booklet outlines
the roles and responsibilities of the officers of ENTER NAME OF CLUB HERE.
All are voluntary
elected positions and represent one year of office.
The
Executive Committee (known as the Club Committee)
The Committee shall
consist of between 8 and 10 permanent members plus the President. They (the
Club Committee) have the power to co-opt further members for specific meeting
items as and when required. Individuals may hold only one position on the Club
Committee.
President
Influential
leader
Officiate the
AGM
Special project
involvement
Attendance at
appropriate meetings as determined by the Club Committee
Vice Chairman
responsibility
ChairPERSON
(see
role description on page 4)
Chair all Club
Committee meetings and work with Secretary to prepare the Agenda
Play leading
role in club affairs
Represent an
unbiased viewpoint allowing free discussion to take place
Advise
committee on club policy where required
Casting vote
Direct general
affairs of the club
Ensure club
representation at County, Regional and National levels
CLUB SECRETARY (see role
description on page 5)
Prepare and
distribute the Committee meeting Agendas
Keep the
Minutes of all Club Committee meetings and distribute copies
Keep signed
copies of all meeting minutes on file
Deal with all
club correspondence, distributing to relevant officers for response where
required
Act as a
signatory on the club account
CLUB TREASURER (see role
description on page 6)
Hold bank
account in the name of the club
Act as
a primary signatory on the club account (and appoint 3 others as agreed by the
Club Committee)
Keep detailed
written records of all accounts
Produce budget
summaries in September, December and March
Produce an
annual budget
Prepare annual
balance and profit & loss sheets
COMMUNICATIONS OFFICER (see
role description on page 7)
Develop club
branding and promote sales of club kit & other branded products
Obtain club
sponsorship
Assist the Club
Social Secretary to plan/organise social events for the club
DEVELOPMENT OFFICER (see
role description on page 8)
Write a club
development and action plan
Monitor
individual player progress and provide access to higher level and courses
Provide new and
enhanced competitive opportunities for club teams
VOLUNTEER CO-ORDINATOR (see
role description on page 9)
Work to
recruit, recognise, reward and retain the members who volunteer for the club
Provide access
to coach, official, volunteer opportunities for club members
Write a Cub Volunteer
Action Plan
Also detailed in this
booklet are: YOUTH COORDINATOR, YOUTH TEAM MANAGER,
SOCIAL SECRETARY,
FUND-RAISING SECRETARY AND WELFARE OFFICER.
Role & Responsibilities
of the
CLUB CHAIRPERSON
Who will I be responsible to?
The
Club Committee
Who will I be responsible for?
All
committee members
What is my role?
1. Chair the Committee meetings and AGM
2. Assist the Club Secretary to produce the
agendas
3. Lead the committee in making decisions for
the benefit of the whole club including disciplinary matters.
What else can you tell me about the role?
1.
As the Chair
of the Club, it is essential you are a strong leader who can be objective.
2.
As the
supporting officer to the Secretary, it is essential that you have access to a
telephone and a computer.
3.
You may wish
to attend a specific training course on how to chair/run meetings.
How much time will I need to give to the role?
Approximately 5 hours per month for
meetings.
What tasks are involved?
Tasks will include:
1. Chair Committee meetings / AGM
2.
Agree monthly
agenda for committee meetings and the AGM
Role & Responsibilities
of the
CLUB SECRETARY
Who will I be
responsible to?
The
Club Committee through the Chairperson
Who will I be responsible for?
The
Club Development Officer
What is my role?
The Club Secretary is a pivotal role within
the club and with the assistance of the Club Development Officer should provide
the main points of contact for people within and outside the club on just about
every aspect of the club’s activities.
1.
To be the
‘principal administrator’ for the club
2.
To carry out
or delegate all of the administrative duties thereby enabling the club and its
members to function effectively
3.
To work alongside
the treasurer to see that all affiliation/registration documents are accurate
and are paid on time
4.
To ensure that
all members have a copy of the club handbook, insurance details and officers
contacts etc
5.
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.
As the first point of contact for the club,
it is helpful if the Secretary is available to take phone calls during the
working day. The club is keen to support the Secretary in the use of modern
office technology so as to assist them in their job.
How much time will I
need to give to the role?
Approximately 6-8 hours each week and some
of these will be at weekends and in the evenings.
What tasks are involved?
Tasks
will include:
1.
Attending
county and league meetings (as appropriate)
2.
Dealing with
correspondence
3.
Organising and
booking match facilities and in-house courses for the season
4.
Organising the
club AGM and other club meetings
5.
Representing
the club at outside meetings at the direction of the main committee
Role & Responsibilities
of the
CLUB TREASURER
Who will I be
responsible to?
The
Club Committee
Who will I be responsible for?
Match / training fees collector/s and the
Club Fund-Raising Secretary
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.
Training courses are available through the
Sport England ‘Running Sport’ Programme - ‘Looking after the Money’.
How much time will I
need to give to the role?
Approximately
2 – 3 hours per week.
What tasks are involved?
1. Collecting subscriptions and all money due
to the organisation
2. Paying the bills and recording information
3. Affiliating the club to the County Hockey
Association and England Hockey
4. Affiliating the club to the league(s) and
working with the Secretary to register players
5. Keeping up date records of all financial
transactions
6. Ensuring that all cash and cheques are
promptly deposited in the bank
7. Ensuring that funds are spent properly
8. Issuing receipts for all money received and
recording this information
9. Reporting regularly to the committee on the
financial position
10. Preparing a year end statement of accounts
to present to the Auditors
11. Arranging for the statement of accounts to
be audited
12. Presenting an end of year financial report
to the AGM
13. Financial planning including producing an
annual budget
14. Helping to prepare and submit any statutory
documents that are required (e.g. VAT returns,
PAYE and NI returns, grant aid reports)
15. Even if these duties are delegated to a
professional officer, the Treasurer is still ultimately responsible. It is up
to the Treasurer to make sure that any delegated work is done properly.
Role & Responsibilities
of the
CLUB COMMUNICATIONS OFFICER
Who will I be
responsible to?
The
Club Committee
Who will I be responsible for?
The Communications Group (if club has one)
What is my role?
1.
To raise the
profile of the club locally (in the community) and in the county
2. To be available to talk to / build a
relationship with the local media
3. To optimise the profile and information available
to all on the club website
4. To co-ordinate weekly match reports for all
teams and age groups to be forwarded to the local press
5. To be the editor of the match day programme
(in larger clubs).
What else can you tell me about the role?
1.
It is essential
to have good communication skills and an ability to produce informative and
interesting match reports, press releases, etc
2.
Regular access
to a fax, telephone and computer are necessary
3.
Training
courses are available through the Sport England ‘Running Sport’ Programme
4.
Attend the
Committee meetings and AGM
How much time will I
need to give to the role?
Approximately
three hours per week.
What tasks are involved?
Tasks
will include:
1.
Produce weekly
match reports for inclusion in the local paper
2.
Produce the
Club Newsletter twice a season
3.
Co-ordinator /
Editor of the match programme for home games
4.
Produce
general interest stories about the club for local press
5.
Ensure that
the club is featured in locally produced sports magazines
6.
Presenting an
end of year report to the AGM
Role & Responsibilities
of the
CLUB DEVELOPMENT OFFICER
Who will I be
responsible to?
The
Club Committee
Who will I be responsible for?
Volunteer
Co-ordinator
What is my role?
The
role of the Club Development Officer is to work with the Club Committee, the
Club Volunteer Coordinator and the
County Hockey Development Officer (HDO) to maximise the development
opportunities for all members of the club - players, coaches, umpires,
supporters etc. Examples will include organising courses and events that will
be of interest and will assist the development of members. They should attend the Committee meetings
and AGM.
What else can you tell me about the role?
This is an exciting role because
it offers the officer an opportunity to play a part in the development not only
of the club as a whole, but also of every individual member.
Training
courses in club development are available and are advisable.
A close working relationship with the Club
Volunteer Coordinator and the local HDO and Regional England Hockey office is
important.
How much time will I need to give to the role?
Approximately 8 - 10 hours per month.
What tasks are involved?
Tasks will include:
1. Write a Club Development Plan – utilising
the knowledge of the local HDO
2. Meet with County Hockey Development Officer
and attend a minimum of 1 county organised course annually
3. Work with the Club Volunteer Coordinator to
monitor individual the progress of members and provide access to higher level
and courses
4.
Provide new and enhanced competitive opportunities for
club teams
Role & Responsibilities
of the
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?
1. To do all possible to recruit, recognise,
reward and retain those who volunteer for the club
2. Provide access to coach, official, volunteer
opportunities for club members
3. 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 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.
How much time
will I need to give to the role?
Approximately 3 – 5 hours per week.
What tasks are involved?
Tasks
will include:
1. Appointing umpires, managers and mentors to
teams and individuals
2. 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)
3. 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
4. Produce a
monthly information report for all areas of volunteering within the club
Role & Responsibilities
of the
CLUB YOUTH CO-ORDINATOR
Who will I be responsible to?
The
Club Committee
Who will I be responsible for?
Youth
team coaches and trainers
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’.
How much time will I need to
give to the role?
Approximately
4 – 6 hours per week.
What tasks are involved?
1. Co-ordinate the recruitment of junior
players
2. Co-ordinate the recruitment of coaches /
managers for junior sessions and teams
3. Assisting/delivering youth sessions
4. Organise fixtures for junior teams in
liaison with the youth manager
5. Liaise with schools to recruit junior
players
6. 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.
Role & Responsibilities of the
CLUB YOUTH TEAM MANAGER
Who will I be responsible to?
The
Club Committee
Who will I be responsible for?
For
example: All U13 age group teams
What is my role?
The
main purpose of the role is to ensure that the club provides the young players
with opportunity to play in youth leagues and competitions.
The
Manager is responsible for all aspects of activity regarding the age group.
The
Manager is permitted to engage assistants as required, so long as they meet the
Membership requirements of the club.
What else can you tell me
about the role?
The
Club requires a minimum England Hockey Player Coach Level 1accreditation,
attendance at a Child Protection and Best Practice Workshop (or be available to
attend one ASAP) plus a First Aid Course (the Club will assist you in obtaining
this award during the season if you do not already have the qualification).
An
allowance for telephone calls is paid. Other Club Officials and Team Managers
are always available for any assistance or advice.
A
Club first aid kit will be issued to all team managers, which can be
replenished on request. The Club provides playing kit and match and training
equipment.
How much time will I need to
give to the role?
Team
activities on match day will usually take up to 4 hours. Coaching and training sessions at the club
each week take up around 2 hours.
Other
duties associated with the tasks outlined above are spread across the week,
with telephone calls etc., and will take around 4 hours.
What tasks are involved?
1. Weekly Team selection
2. Organisation of coaching/training at club
once per week
3. Organisation of transport for team matches
4. Team kit & equipment (including laundry,
parents usually take turns)
5. Reporting results to Club Secretary after
matches
6. Reporting results to Media & Comm.
Secretary after matches
7. Monthly Team accounts
8. Monthly Club team managers meeting
9. Annual end of season report to Club
Committee
Role & Responsibilities of the
CLUB SOCIAL SECRETARY
(Note
this role could be joint with the Communications Officer)
Who will I be responsible to?
The
Club Committee
Who will I be responsible for?
The
Social Committee
What is my role?
The
main purpose of this role is to organise social events to bring the players,
officials and parents together in a social setting to enhance relationships
with the club.
You
may also wish to consider inviting local dignitaries to develop and improve the
club’s relationships within the community or representatives from any sponsors
of the club. In both instances you should liaise with the Club Secretary.
What else can you tell me
about the role?
As
Social Secretary, you must be enthusiastic, motivated, have good communication
skills and be well organised and committed.
Yours
is a very important role in developing the ‘fabric’ of the club. You encourage people to join us, to stay and
to enjoy their role as club members.
How much time will I need to
give to the role?
Approximately
5 hours per month.
What tasks are involved?
Tasks
will include:
1. Organising a pre-season event and at least
two other social events per year
2. Organising an end of year event
3. Organising a Christmas function
4. Booking venues and entertainment
Role & Responsibilities of the
CLUB FUNDRAISING SECRETARY
Who will I be responsible to?
The
Club Committee through the Treasurer
Who will I be responsible for?
Fund-Raising
Group
What is my role?
The
main purpose of this role is to lead a team whose main task is to generate
funds for the club. You will organise projects to enable you to do this (e.g.
the 100 club), to look for sponsorship opportunities and work with the social
secretary to ascertain what opportunities are available at functions and events
(e.g. draw tickets, calendar etc.)
What else can you tell me
about the role?
As
the fund-raising secretary it is essential to have good organisational skills,
be innovative, enthusiastic and prepared to make a regular time commitment.
It
would be useful if you have experiencing of applying for and securing grants
from local or national agencies.
How much time will I need to
give to the role?
Approximately
6 - 8 hours per month.
What tasks are involved?
Tasks
will include:
1. Apply for grants / sponsorship or other
forms of financial assistance from organisations such as Sport England, Local
Authorities or commercial companies
2. To co-ordinate fund-raising events, possibly
two major events per year
3. To ensure events / activities are properly
organised and where necessary licensed with local authorities /customs and
excise etc
4. To promote fund-raising activities in press
(where there is no PR officer)
5. To ensure that funds are properly accounted
for and information is passed on to the Treasurer
6. Sale of lottery style draws or raffles on a
regular basis
Role & Responsibilities of the
CLUB WELFARE OFFICER
Who will I be responsible to?
The
Club Committee
It
is the responsibility of all Clubs providing hockey for children and young
people under 18 years of age to have a nominated Club Welfare Officer.
EXPERIENCE
& KNOWLEDGE
The
Club Welfare Officer is expected to have knowledge of the following:
1.
Knowledge of
the England Hockey Child Welfare Policy & Procedures
2.
Knowledge of
core legislation, government guidance and national framework for child
protection
3.
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
4.
Own club’s
role and responsibilities to safeguard the welfare of children and young people
– boundaries of the club welfare officer role
5.
Own club’s
policy and procedures related to safeguarding children and young people
6.
Awareness of
equalities issues and child protection.
SKILLS
1.
Basic
administration
2.
Basic advice
and support provision
3.
Child focused
approach
4.
Communication
5.
Maintain
records
6.
Ability to
provide information about local resources
7.
Ability to
promote club policy, procedures and resources
ROLES
- Assist the
club to fulfil its responsibilities to safeguard children and young people
- Assist the
club to implement its child welfare implementation plan
- 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
- Be the
first point of contact with the England Hockey Child Welfare Officer
- Implement
the club’s reporting and recording procedures
- Maintain
contact details for local social services, police and the Area Child
Protection Committee
- Promote
the club’s best practice guidance/code of conduct within the club
- Sit on the
club’s management committee
- Ensure
adherence to the club’s child welfare training
- Ensure
confidentiality is maintained
- Promote
anti-discriminatory practice
This booklet has been
produced by England Hockey.
It is intended for the use
of hockey clubs and can be copied, pasted, amended or adapted according to the
needs of the hockey club.