Sherwood Colliery Swimming Club

Role Descriptions

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Chairperson

Role

To be responsible for the implementation of good practice and child protection policies within the club.

Skills

  • Approachable
  • Enthusiastic with a good knowledge of the sport and club
  • Well organised and able to delegate
  • Ability to control meetings
  • Confident at public speaking

Main Duties

  • To chair and control the meetings of the management committee
  • To be involved, where appropriate, in the coordination of all club activities
  • Oversee decisions made by the management and sub committees
  • Oversee the work of officers and other club personnel
  • In conjunction with the secretary present the annual report
  • In conjunction with the treasurer present the annual accounts
  • Consult with the secretary on the content of the agenda and minutes of meetings
  • Keep up to date on ASA laws, regional rules and club constitution
  • Ensure that statutory documents and other returns are filed on time
  • Advise the treasurer on the use and investment of club funds
  • Report to the officers of the management committee at the first opportunity of any instant decisions taken, and ensure that all policy decisions are ratified by the management committee

Club Secretary

Role

To ensure the smooth running of club administrative requirements

Skills

  • Administration skills desirable
  • Good working knowledge of Microsoft word and minute taking desirable
  • Good verbal and written skills
  • Well organised and efficient
  • Sound knowledge of the club

Main Duties

  • Deal with the day to day running of the club including all correspondence
  • To process and deliver appropriate forms and information to and from county, regional and national ASA departments
  • Call committee meetings and AGM, prepare agenda, take minutes and provide officers with copies
  • Liaise with the Chief Coach and Fixtures Secretary to ensure that pools are booked for all teaching and training sessions as well as all events hosted by the club
  • Book venues for Committee Meetings and AGM
  • Act as the main point of contact for your club for the county, regional and national ASA

Committment

Ongoing weekly responsibility including all club committee meetings


Club Treasurer

Role

To ensure the smooth running of club financial requirements

Skills

  • Some financial background and knowledge of producing accounts desirable
  • Knowledge of using and working with spreadsheets or other account systems
  • Reliable and honest

Main Duties

  • Responsible for all club finances
  • Monitor the budget throughout the year
  • Issue receipts and keep records of all monies received
  • Plan the annual budget in agreement with the management committee
  • Ensure that funds are used appropriately
  • Keep up to date records of all transactions
  • Present an up to date financial statement to the Committee at every Committee Meeting
  • Prepare end of year accounts and present to the auditor and management committee

Welfare Officer

Role

To produce accurate minutes of all Committee Meetings.

Skills

  • Approachable
  • Good listener
  • Good communication
  • Tactful and discreet

Main Duties

  • To ensure all possible child protection concerns (urgent and non urgent) are dealt with following the ASA Child Protection Guidelines (Wavepower document)
  • To maintain, administer and manage the completion of the CRB check forms
  • To be aware of the child protection policies and procedures of the ASA and to receive all updates of this nature from the ASA
  • To ensure Swimline is promoted by the leaflet on the club notice board
  • To raise awareness of good child protection practice with the teachers and coaches through the ASA/Sports Coach UK Good Practice and Child Protection workshop
  • o ensure volunteers (other than teachers and coaches) within the club are introduced to good child protection practice through the NSPCC module, Keeping Children Safe in Sport
  • To attend the ASA Time to Listen workshop

Commitment

Ongoing weekly responsibility including all club committee meetings


Minutes Secretary

Role

To produce accurate minutes of all Committee Meetings.

Skills

  • Administration skills desirable
  • Good working knowledge of Microsoft word and minute taking desirable
  • Good verbal and written skills
  • Well organised and efficient
  • Sound knowledge of the club

Main Duties

  • Attend all Committee Meetings
  • Take minutes of the Meetings
  • Produce accurate, easily understandable minutes
  • Provide Minutes to Secretary for distribution in advance of the next Committee Meeting

Commitment

Ongoing weekly responsibility including all club committee meetings


Swim 21 Co-ordinator

Role

To co-ordinate the implementation/development of the Swim 21 initiative within the club

Skills

  • Well organised and able to delegate
  • Administration skills
  • Enthusiastic and a good motivator
  • Approachable
  • Confident and effective communicator

Main Duties

  • To organise and oversee the audit and action planning stages of the Swim 21 process within the club
  • To liaise with the Regional Development Officers, Local Authority Sports Development Officer, Swim 21 Club Sub -Committee and Club Members
  • To keep the Committee and Club updated on their progress through the Swim 21 process
  • To ensure that Club Members are informed of Swim 21 courses and seminars
  • To liaise with the Treasurer and Management Committee with regard to funding the implementation of the Clubs Swim 21 Action Plan
  • To follow and promote the ASA Child Protection policy
  • To liaise with the Workforce Coordinator with regard to Club Workforce/Volunteer education and training needs

Schools Liason officer

Role

To play a vital role in working with local education establishments and organisations

Skills

  • Well organised and efficient
  • Sound knowledge of the club
  • Enthusiastic about the role young people can play in the club
  • Confident and effective communicator

Main Duties

  • Source, establish and develop sustainable links with local schools
  • Manage and promote club links with identified schools
  • Liaise with Development Officer, Club Coach and Head teacher to organise taster/come and try sessions
  • Invite pupils to attend specific taster/come and try sessions
  • Communicate delivery of taster sessions to schools
  • Liaise with local Schools, Sports/Swimming Development Officer, Schools Sports Coordinators & Active Sports Swimming Development Officer (where applicable)
  • Attend local Swimming Festivals if possible
  • Distribute information as required to Schools

Commitment

Ongoing weekly responsibility


Workforce Co-Ordinator

Role

To promote and publicise all information about the club

Skills

  • Well organised and able to delegate
  • Enthusiastic and a good motivator
  • Approachable
  • Confident and effective communicator

Main Duties

  • Main contact for all volunteers
  • Get to know all club volunteers and potential volunteers by name
  • Ensure all jobs have job descriptions
  • Supervise and oversee all volunteers
  • Liaise with the Chairperson to ensure all tasks required to run the club are carried out
  • Co-ordinate the implementation of the volunteers requirements
  • Liaise with the Development Officer and Competition Secretary as to their volunteer requirements
  • Liaise closely with the Child Welfare Officer to ensure that each volunteer is aware of the Child Protection Policy and Procedures
  • Awareness of the Sport England – Volunteers Investment Programme (VIP)
  • Ensure volunteers are directed to the ASA website for useful information on volunteering
  • Organise social and recruitment events for volunteers

Communications Officer

Role

To promote and publicise the club's activities, internally & externally.

Skills

  • Well organised and efficient
  • Sound knowledge of the club
  • Confident and effective communicator
  • An interest or background in marketing and promotion

Main Duties

  • To Promote and Publicise, in a positive way all aspects of the club
  • Establish working relations with local media
  • Produce informative and unbiased press releases with regards to all the club’s events asand when appropriate information is available
  • Report on club events (internally and externally)