Develop, maintain and take responsibility for driving forward the club development plan, including timetabling, allocating roles & responsibilities and monitoring progress. Items for consideration could include: Different ways to play, new pitch opportunities, the introduction of new roles into the club, partnership arrangements, member feedback on club direction
Timetable committee meetings for the year (liaise with the committee regarding most suitable dates)
Chair committee meetings
Arrange AGM date
Prepare Chairman’s report for AGM
Ensure all club sections are performing – liaise regularly with section chairs
Ensure all others on the committee carry out their respective responsibilities
Liaise with Umpiring Officer, Club Captains, and the executive committee on any disciplinary matters relating to individual players or incidents, in line with the constitution
Represent the Club as necessary on any committees or at any meeting
Ensure smooth running of Club, proactively addressing any issues that might arise.
Work to recruit, recognise, reward and retain those who volunteer for and on behalf of the club
Provide access to coach, official, volunteer opportunities for club members
Ensure Volunteer recruitment and training is included in the club development plan
Be responsible for all aspects of discipline within the club.
Facilitate search for club sponsorship.
Deputise for Chair as and when appropriate
To have specific responsibility for a particular area of the clubs develppment as defined by the chair and general committee (e.g. responsibility for club development, specific project)
Develop club plan, both short term and long term with associated actions
Maintain and take responsibility for driving forward club development plan, including timetabling, allocating roles & responsibilities and monitoring progress. Items for consideration could include: Different ways to play, new pitch opportunities, the introduction of new roles into the club, partnership arrangements, member feedback on club direction
Be responsible for all club finances
Advise and report to the committee on all matters financial
Prepare a set of audited accounts for presentation to AGM year, with associated commentary
Prepare annual budget and make recommendations for annual subscription rates and weekly match fees for the season ahead
Maintain all financial paperwork.
Monitor receipt of all funds.
Receive, validate and arrange payment of all bills
Ensure that club has public liability insurance
Pay affiliation fees as appropriate
Provide financial status report to each committee meeting
Ensure minutes are kept of each meeting and agendas are followed
Arrange meetings as required.
Ensure all correspondence is handled
Undertake England Hockey annual affiliation process
Ensure notice of AGM is circulated in line with constitution
CLUB CAPTAINS (REPRESENTING MEN’S & LADIES’)
To equally represent all members of the club and be known to them.
To manage the section and report to the Club Committee
To be responsible for all matters that relate to the section on behalf of the club.
To plan the goals and objectives of the section for the season.
Oversee training and coaches so that all members get relevant training/time on pitch.
Determine training requirements for the section, help organise coaches and send pitch requirements to the pitch manager.
Oversee selection process so that policy is fairly and consistently applied.
Attend and jointly chair playing committee meetings.
Liaise with the Head of Junior Development to help provide coaches and also aid in the integration of juniors into senior sides.
To remain impartial on discussions affecting members.
To be the first point of contact for new/possible new members.
To avoid/minimise loss of players from the club.
HEAD OF JUNIOR DEVELOPMENT
Oversea the provision of junior training sessions.
Oversea the provision of junior teams.
Ensure effective development of junior section members into senior section players.
Ensure effective communication between both sections
Liaising with the captains and club captains, monitor the progress of players across the teams.
Discuss player progression with other player mentors, coaches and captains.
Support individual players to progress through the club and beyond.
Help ensure the right player attends the right training sessions.
CLUB BUZZ (MEMBERSHIP) SECRETARY
Ensure collection of annual subscriptions, maintaining records of those paid and providing regular updates to committee, and captains.
Advise captains of all paid members contact details including emergency contact details
Advise Committee of unpaid members so appropriate action can be taken in line with the constitution
Accept new members into the club and set them up with relevant information, pass details on to the appropriate Captian/section/ etc etc
Assist new members to set up a direct debit with the club.
Change / charge/set up the relevant fees well before the start of the winter season and summer season.
Adjust individual fees at members request or when situations change
Follow up members whose Direct Debit has failed.
Monitor the automated responses Clubbuzz sends out.
Send out emails to all registered members as necessary/requested
Ensure the collection dates are correctly processing and the financial balance is accurate
Monitor the level of admin access each member has been give and adjust as is necessary
Train Captains in the use to clubuzz for selection, submitting weekly match fees, add scores
Communicate with Clubbuzz and GoCardless staff when help is required.
Oversee the management of the club’s social media accounts.
Issue press releases associated with the club and liaise with the media.
Produce a weekly result sheet for distribution to club members.
Produce a newsletter as and when required – at least twice a year.
Produce all publicity for recruitment etc. on behalf of the club, and distribute.
Report to the main committee regarding all matters social and media.
Ensure that there is effective communication between all parts of the club.
To update and improve the club’s website by liaising with the necessary personnel from with the club
Ensure season’s fixtures and pitches are on the website
Identify all appropriate club news and add to the website
Be creative in identifying potential areas of improvement to website
Create a new team as required and move players into team squads
Help input the matches each season
Gather details of all home fixtures
Follow guidance on team priorities and get pitches block booked
Gather requirements for training sessions during season and block book
Establish dates upon which pitches are surplus to requirements or needed – and advise Treasurer of bookings made.
Publish list of allocations, advise captains and get captains agreement.
Place on website in liaison with the Webmaster.
During the season manage requests for additional pitches and cancellations
Monitor pitch cancellations due to poor weather, advise treasurer – and book any replacement pitches required
FIXTURES SECRETARY (REPRESENTING MEN’S & LADIES’)
Facilitate arrangement of friendly fixtures as required.
Liaise with captains as to their requirements for additional friendly fixtures.
Draw up an annual social plan, for agreement by committee.
Liaise with Treasurer regarding financing (aim is to achieve “break-even” over the year)
Organise an Annual Dinner and Dance
Help organise annual awards evening.
Organise other social events, as appropriate.
Report to the main committee regarding all matters social
UMPIRE LIAISON OFFICER/DISCIPLINARY OFFICER
Investigate, where appropriate all incidents providing reports to relevant bodies and recommending appropriate actions for agreement, and monitoring effective completion of agreed actions
Hold occasional umpires meetings’ to disseminate information.
Circulate umpiring information to players, coaches and umpires
Arrange umpiring courses
Educate the number of players (as specified in Club Development plan) to umpiring level 1 and encourage others to improve their grading each year
Report to the committee on all matters associated with umpiring
Liaise with respective Team Captain and the Chairman on any disciplinary matters relating to individual players/incidents.
Assist the club to fulfil its responsibilities to safeguard children and young people.
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.
Ensure all those who need to undergo DBS checks do
Be the first point of contact with the England Hockey’s Child Welfare Officer.
Implement England Hockey’s reporting and recording procedures.
Maintain contact details for local social services, police and the Area Child Protection Committee.
Promote England Hockey’s best practice guidance/code of ethics & behaviour within the club and anti-discriminatory practice.
Ensure confidentiality is maintained.
SPONSORSHIP AND GRANT SECRETARY
Oversee and coordinate the search for club sponsors.
Liaise with teams who are searching for sponsorship and keep a central record of all sponsors.
Investigate available grant funding streams and apply for grants as required.
Feedback to the committee on applications and progress.
Oversee the maintenance of the astroturf, including
Periodically getting the pitch swept.
Arranging repairs to goals/nets as required.
Arrange for lines to be marked as required.
Ensure maintenance of lights.
Arrange repairs to fencing etc as required.
Ensure the servicing of the toilet with company.
Manage all elements of club clothing and kit, including new designs and proactive liaison with suppliers.
Facilitate sourcing of match and training balls for season
SPORTS CLUB REPRESENTATIVE
Represent the club at Sports Club meetings
Select a team of at least 11 players each week plus an umpire (except where there are appointed umpires).
Confirm details to any appointed umpires prior to each match
Provide a match ball for all home games.
Advise opposition and umpires of any change to location and timings of home games in accordance with league rules.
Ensure First Aid kit is present at each game.
Adopt club selection policy and discuss with other captains selection each week.
Decide whether or not to enter any cup competitions.
Communicate any relevant information to players as directed by the committee or other.
Nominate a vice captain who will be responsible for team finances (match fees, annual subscriptions, Dinner/Dance tickets…..).
Report to the main committee via club captain on all matters concerning the team.
In the case of the first team captains, submit a match report to the press each week (liaise with Communications Officer).
Maintain records of who played where and when.
Input the score onto the GMS system following each match.
Update fixtures, results and match reports on the website
Inform players, umpires and tea supplier in the event of cancellation.
Inform opposing Captain in the event of home cancellation.
Liaise with Umpire Liaison Officer and Chairman in respect to any disciplinary matter relating to individual players or incidents, in line with constitution.
Follow England Hockey child protection guidelines
Complete incident report if and when required.
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