Club News

Club Role Descriptions 2013 -14 YOUR CLUB NEEDS YOU!

Please see below role descriptions for positions up for vote at the Club AGM on Wednesday 5th June. If you are interested in any of the roles please contact a committee member prior to the AGM:

Role & Responsibilities of the
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.
4. Represent an unbiased viewpoint allowing free discussion to take place
5. To have the casting vote on any unresolved club issues
6. Direct general affairs of the club
7. Ensure club representation at County, Regional and National levels

What else can you tell me about the role?
As the Chair of the Club, it is essential you are a strong leader who can be objective. You will need to support the Secretary in their work so it is essential that you have access to a telephone and a computer.

Training recommended
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
3. Representative for the club at partner meetings, such as County Association or Hockey Development Groups

Role & Responsibilities of the
SECRETARY
Who will I be responsible to?
The Club Committee

Who will I be responsible for?
Fixtures Secretary and Umpire Secretary

What is my role?
1. To be the ‘principal administrator’ for the club, dealing with all club correspondence, distributing to relevant officers for response where required
2. To prepare and distribute the Committee meeting Agendas
3. Keep the Minutes of all Club Committee meetings and distribute copies
4. Keep signed copies of all meeting minutes on file
5. To carry out or delegate all of the administrative duties thereby enabling the club and its members to function effectively
6. To work alongside the treasurer to see that all affiliation/registration documents are accurate and are paid on time
7. To ensure that all members have a copy of the club handbook, insurance details and officers contacts etc

What else can you tell me about the 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. It is a demanding, high profile role that has a major impact on the efficient and effective management of the club.

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.

Training needed
You should complete EHB’s online Safeguarding training as you are tasked with the storing of player details including under 18’s. Possibly a computer database course.

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 and attending 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
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?
1. To look after the finances of the club
2. Keep detailed written records of all accounts and make sure that the club operates within the annual budget.
3. Attend the Committee meetings and AGM
4. Hold bank account in the name of the club
5. Act as a primary signatory on the club account (and appoint 3 others as agreed by the Club Committee)
6. Prepare annual balance and profit & loss sheets for 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 recommended
Training courses are available through the Sport England ‘Running Sport’ Programme – ‘Funding for your Club’.

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. Affiliating the club to the County Hockey Association and England Hockey Board and to the league(s) and working with the Secretary to register players
3. Keeping up date records of all financial transactions
4. Ensuring that all cash and cheques are promptly deposited in the bank
5. Paying bills and recording information, ensuring that funds are spent properly
6. Issuing receipts for all money received and recording this information
7. Reporting regularly to the committee and at AGM on the financial position
8. Preparing and arranging for yearend statement of accounts to be Audited
9. Helping to prepare and submit any statutory documents that are required (e.g. VAT returns, PAYE and NI returns, grant aid reports)
10. 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
WELFARE OFFICER
Who will I be responsible to?
The Club Committee

Who will I be responsible for?
All club members under 18 (including players, umpires, volunteers and coaches). 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.

What is my role?
1. Assist the club to fulfil its responsibilities to safeguard children and young people
2. Assist the club to implement the child welfare section (including training) of the development plan
3. 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
4. Be the first point of contact with the EHB’s Child Welfare Officer
5. Implement the EHB’s reporting and recording procedures
6. Maintain contact details for local social services, police and the Area Child Protection Committee
7. Promote EHB’s best practice guidance/code of ethics & behaviour within the club and anti-discriminatory practice
8. Ensure confidentiality is maintained

What else can you tell me about the role?
The Club Welfare Officer is expected to have knowledge of the following:
1. Knowledge of the EHB’s ‘Proud to Protect’ 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).
4. EHB’s and the club’s role and responsibilities to safeguard the welfare of children and young people and the boundaries of the club welfare officer role
5. Awareness of equalities issues and child protection.

The post holder should also have basic administration skills, be able to maintain records, be able to provide basic advice and support provision. They must have a child focused approach and good communication skills.

Training needed
Attendance on ScUK’s Safeguarding and Protecting Children workshop and EHB Time to Listen Workshop

How much time will I need to give to the role?
Approximately 2 – 3 hours per week.

Role & Responsibilities of the
CRB LIAISON – same as Welfare Officer
Who will I be responsible to?
The Club Committee through the Welfare Officer (This role could be included in the Welfare Officer role)

What is my role?
1. To be the main contact with EHB regarding to CRB checks.
2. To ensure the club is registered with EHB’s CRB checking service
3. To support the Welfare Office to ensure all relevant volunteers new volunteers are CRB checked and existing volunteers every 3 years
4. To sign off volunteer evidence for CRB checks

What else can you tell me about the role?
1. You will need an understanding of EHB’s ‘Proud to Protect’ Safeguarding and Protecting Children policies
2. Knowledge of CRB processes
3. Be CRB checked through EHB

How much time will I need to give to the role?
Approximately 6 – 8 hours per month.

Training needed/recommended
Completion of EHB online Safeguarding and Protecting Young People in Hockey Course, it is advisable for you to attend a Sports Coach UK Safeguarding and Protecting Children workshop.

What tasks are involved?
Tasks will include:
1. Registration with EHB’s CRB checking service
2. Be the lead contact with EHB for CRB checking and updates
3. Update the Welfare Officer/Club with updates from EHB
4. Update CRB records
5. Ensure checks are carried out on new volunteers and existing volunteers every 3 years
6. Sign off volunteer evidence for CRB checks

Role & Responsibilities of the
CLUB DEVELOPMENT COORDINATOR – Development Committee Leader
Who will I be responsible to?
The Club Committee

Who will I be responsible for?
Facilities Co-ordinator, Coaching team

What is my role?
To oversee the development of the club, working with the Club Committee, the Club Volunteer Coordinator and the EHB Hockey Development Officer (EHBDO) to maximise the development opportunities for all members of the club – players, coaches, umpires, supporters etc.

How much time will I need to give to the role?
Approximately 4 – 6 hours per week.

Training needed/recommended
Attendance on ScUK’s Safeguarding and Protecting Children workshop, it is advisable for you to have an England Hockey Player Coach accreditation and attend Running Sports Action planning for your club and/or developing partnerships with clubs and schools

What tasks are involved?
Tasks will include:
1. Write a club development and action plan liaising with the Club Volunteer Coordinator and the EHB Development Officer (EHBDO)
2. Attend the Committee meetings and AGM.
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 including organise fixtures for junior teams in liaison with the youth manager
5. Co-ordinate the recruitment of junior players and recruitment of coaches / managers for junior sessions and teams
6. Assisting/delivering youth sessions if qualified
7. Liaise with local Partnership Development Manager and Competition Managers to write and deliver Club School link delivery Plan to recruit junior players
8. Liaise with County Hockey Association or Hockey development Group, recommend players to Junior Development Centres.

Role & Responsibilities of the
FIXTURES SECRETARY
Who will I be responsible to?
The Club Committee through the Secretary

What is my role?
1. Coordinate and communicate fixtures for different teams
2. Schedule a friendly fixture list for all teams which reflects the ambitions of the club
3. Arrange and confirm fixtures with league(s)
4. Deal with match cancellations
5. Handle any fixture queries throughout the season
6. Confirm fixtures with opponents and umpires, two weeks before the game
7. Provide visiting teams with start times, directions to the ground etc
8. Report results to relevant leagues and the clubs Webmaster

How much time will I need to give to the role?
Approximately two hours per week.

Training needed/recommended
It is advisable for you to attend Running Sports “Effective Communication”

What tasks are involved?
Tasks will include:
1. Coordinate and communicate fixture for the club
2. Planning and arranging of friendly fixtures
3. Confirm fixtures the relevant with leagues
4. Communicate cancelations and answer any queries throughout the season
5. Confirm fixtures with opponents and umpires, providing start times and directions etc
6. Inform webmaster of all results

Role & Responsibilities of the
FACILITIES CORODINATOR – Fixtures Secretary
Who will I be responsible to?
The Club Committee through the Development Coordinator

What is my role?
1. Ensure all teams have enough pitch time and space for training
2. Ensure all teams have pitch time for home fixtures
3. Liaise with pitch provider to book pitch (if club rents pitch)
4. Input into the facilities section of the club development plan regarding ground maintenance and development (if club own pitch)
5. Oversee the clubs sinking fund for the replacement of the current pitch (if club own pitch)
6. Investigate funding opportunities for facility development

What else can you tell me about the role?
1. Familiar with EHB Facilities guidance
2. Knowledge of health and safety

How much time will I need to give to the role?
Approximately 4 – 6 hours per month, although this may increase if the club begins to develop their facilities

Training needed/recommended
There is no specific training available but a background in facility development would be helpful

What tasks are involved?
1. Ensure everything on the grounds and training facilities is safe for players, spectators, staff and visitors
2. Liaise with facility provider to ensure all teams have enough pitch time and space for training and home fixtures
3. Input into the facilities section of the club development plan regarding ground maintenance and development (if club own pitch)
4. Oversee the clubs sinking fund for the replacement of the current pitch (if club own pitch)
5. Investigate funding opportunities for facility development

Role & Responsibilities of the
SOCIAL SECRETARY
Who will I be responsible to?
The Club Committee through the Secretary

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.

Training needed/recommended
It is advisable for you to attend Running Sports “Effective Communication”

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
UMPIRE COORODINATOR
Who will I be responsible to?
The Club Committee through the Volunteer Coordinator

What is my role?
1. Coordinate allocation of umpires to league (where appropriate) and friendly fixtures
2. Help club umpires and any potential umpires develop their skills and confidence.

What else can you tell me about the role?
1. Well-organised and resourceful
2. Approachable and good with people
3. Interested in umpiring, a qualification is disable

How much time will I need to give to the role?
Around 1 hour a week

Training needed/recommended
It is recommended that you attend an EHB Level 1 Umpiring Course

What tasks are involved?
1. Act as a point of contact for the EHB and the local Umpire Associations
2. Publicise and promote RFU referee courses and Continuous Professional Development (CPD) opportunities to club referees
3. Share important information with club Umpires about rule changes, clarifications, updates on game management techniques and discipline
4. Promote the values of the game

Role & Responsibilities of the
Club Coach

Who will I be responsible to?
The Club Committee

Who will I be responsible for?
All coaches

What is my role?
1. Leadership across the Club for a consistent approach to developing successful club sides at senior and youth levels.
2. Development and implementation of the vision and strategy for performance and development hockey in the club.
3. Planning, programming, co-ordination, monitoring and evaluation of all club teams and player programmes.
4. Liaison with County and Regional Associations/Leagues, England Hockey, England Hockey League and other organisations as required.
5. To provide mentoring opportunities to other coaches within the club in order to develop coach skills and performance.

What else can you tell me about the role?
1. You may be required to coach a team within the club as well as support the other coaches in the club.
2. Provide regular written and verbal feedback to coaches
3. Ensure that all established policies and procedures within the Club are adhered to by all coaches.
4. Representation of Club to County and Regional Associations/Leagues, England Hockey, other organisations as required.

Training needed
You must be at least a Level 2 hockey coach, preferably Level 3. A good knowledge of the Single System and Core skills for hockey, attendance at EHB a Foundation Skills workshop is essential. Should also have up to date first aid qualification and attended a Safeguarding and Protecting Children workshop.

How much time will I need to give to the role?
Around 10 to 15 hours a week.