Role Descriptions


Role Descriptions for Club Volunteers
Thurrock Hockey Club 2017

 

This booklet outlines the roles and responsibilities of the officers of Thurrock HC. All are voluntary elected positions and represent one year of office.
The Management of the Club shall be vested in the Management Committee, consisting of:
President, Honorary Chairperson, Honorary Vice Chairperson, Honorary Secretary, Honorary Treasurer, Membership Co-ordinator,  Men and Ladies Club Captains, Child Protection Officer, Sports Council Representative, League Liaison Officer, England Hockey Liaison Officer, Club Development Officer.

General running of the Club has been delegated by the Management Committee to the following sub-committees:
1. General Sub-Committee consisting of President, Honorary Chairperson, Honorary Vice Chairperson, Honorary Secretary, Honorary Treasurer, Social Secretary, Team and Club Captains, Youth Hockey Co-ordinator,  Umpire Co-ordinator, Fixture Secretaries,  Membership Co-ordinator, League Liaison Officer, England Liaison Officer, Club Development Officer.

2. Development Sub-Committee consisting of  Colts/ Academy Managers, Club Coach and Youth Representatives. These committees will meet as required. The Management Committee has the power to disband any sub-committee when they so desire.

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

Who will I be responsible for?
All club members

What is my role?
1. Officiate the AGM and support the Chairperson
2. Special project involvement
3. Assist the committee in making decisions for the benefit of the whole club including disciplinary matters.
4. Attendance at committee meetings and appropriate external meetings as determined by the Club Committee
5. Advise committee on club policy where required
6. Attend matches and functions to support members and promote the club

What else can you tell me about the role?
1. As President of the Club you should have the needs and development of your club at the centre of your work
2. You should be an influential leader who can be objective.
3. As the supporting officer to Chairman, it is essential that you have access to a telephone and a computer.

Training needed
You should complete ENGLAND HOCKEY’s online Safeguarding training as you have a responsibility and Duty of Care for your clubs members.

How much time will I need to give to the role?
Approximately 5 hours per month for meetings plus other times as required.

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Role & Responsibilities of the
CHAIRPERSON (AND VICE CHAIR TO SUPPORT 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
8. Listen to grievances/issues from club members and take appropriate action.

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 plus other times as required.

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

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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. Affiliating the club to the County Hockey Association and England Hockey Board and to the league(s) and working with the Club Captains to register players
3. To prepare and distribute the Committee meeting Agendas
4. Keep the Minutes of all Club Committee meetings and distribute copies
5. Keep signed copies of all meeting minutes on file
6. To carry out or delegate all of the administrative duties thereby enabling the club and its members to function effectively
7. To work alongside the treasurer to see that all affiliation/registration documents are accurate and are paid on time
8. To ensure that all members have access to the club handbook, insurance details and officers contacts etc (see website)

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.

Training needed
You should complete ENGLAND HOCKEY’s online Safeguarding training as you are tasked with the storing of player details including under 18’s.

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

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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. Keeping up date records of all financial transactions
3. Ensuring that all cash and cheques are promptly deposited in the bank
4. Paying bills and recording information, ensuring that funds are spent properly
5. Recording money received via a spreadsheet
6. Reporting regularly to the committee and at AGM on the financial position
7. Preparing and arranging for yearend statement of accounts to be Audited
8. Helping to prepare and submit any statutory documents that are required (e.g. VAT returns, PAYE and NI returns, grant aid reports)
9. 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.
10. Attendance at meetings

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Role & Responsibilities of the
CHILD PROTECTION OFFICER (DBS 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. To be the main contact with ENGLAND HOCKEY regarding to DBS checks.
2. To ensure the club is registered with ENGLAND HOCKEY’s DBS checking service
3. To ensure all relevant volunteers new volunteers are DBS checked and existing volunteers every 3 years
4. To sign off volunteer evidence for DBS checks
5. Assist the club to fulfil its responsibilities to safeguard children and young people
6. Assist the club to implement the child welfare training
7. 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
8. Be the first point of contact with the ENGLAND HOCKEY’s Child Welfare Officer
9. Implement the ENGLAND HOCKEY’s reporting and recording procedures
10. Maintain contact details for local social services, police and the Area Child Protection Committee
11. Promote ENGLAND HOCKEY’s best practice guidance/code of ethics & behaviour within the club and anti-discriminatory practice
12. Ensure confidentiality is maintained
13. To be aware of members in contact with children in the club.

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 ENGLAND HOCKEY’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. ENGLAND HOCKEY’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. You will need an understanding of ENGLAND HOCKEY’s ‘Proud to Protect’ Safeguarding and Protecting Children policies
6. Knowledge of DBS processes
7. Be DBS checked through ENGLAND HOCKEY

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 Completion of ENGLAND HOCKEY 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 ENGLAND HOCKEY’s DBS checking service
2. Be the lead contact with ENGLAND HOCKEY for DBS checking and updates
3. Update the Welfare Officer/Club with updates from ENGLAND HOCKEY
4. Update DBS records
5. Ensure checks are carried out on new volunteers and existing volunteers every 3 years
6. Sign off volunteer evidence for DBS checks
7. Attendance at meetings
How much time will I need to give to the role?
Approximately 2 – 3 hours per week.

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

What is my role?
1. Coordinate and communicate fixtures for different teams
2. Support captains to 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. Ensure fixtures are available on website for confirmation for opponents and umpires. (some teams confirm b email)
7. Ensure start times, directions to the ground etc are available on website
8. Liaise with men/ladies fixture secretary.

How much time will I need to give to the role?
Approximately two hours per week, mainly at start of season.
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. Confirm fixtures the relevant with leagues
3. Communicate cancelations and answer any queries throughout the season
4. Ensure details of games etc have been put on the website
5. Attendance at meetings

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

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
5. Attendance at meetings

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Role & Responsibilities of the
UMPIRE COORDINATOR
Who will I be responsible to?
The Club Committee.

What is my role?
1. Produce a schedule for the allocation of umpires during the season
2. Coordinate allocation of umpires to league and friendly fixtures each week
3. Inform umpires and captains of weekly umpiring arrangements
4. Relocate umpires if someone drops out
5. Help club umpires and any potential umpires develop their skills and confidence.
6. Arrange assessments for newly qualified umpires
7. Encourage players to undertake umpire courses

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 desirable

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 ENGLAND HOCKEY Level 1 Umpiring Course

What tasks are involved?
1. Act as a point of contact for the ENGLAND HOCKEY and the local Umpire Associations
2. Publicise and promote ENGLAND HOCKEY 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
5. Attendance at meetings

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

What is my role?
1. To update and improve the club’s website by liaising with the necessary personnel from with the club

What else can you tell me about the role?
1. You will need IT skills and access to a computer
2. Be an effective communicator
3. Be creative

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

Training needed/recommended
Training in website design and IT would be helpful

What tasks are involved?
1. Update fixtures, results and match reports
2. Identify all appropriate club news and add to website
3. Be creative in identifying potential areas of improvements to website
4. Link to ENGLAND HOCKEY website as appropriate
5. Attendance at meetings

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Role & Responsibilities of the
YOUTH HOCKEY COORDINATOR
Who will I be responsible to?
The Club Committee through the Development Coordinator

Who will I be responsible for?
Youth team coaches and trainers

What is my role?
1. Oversee the development of youth team coaches and teams
2. Co-ordinate the recruitment of youth players
3. Co-ordinate the recruitment of coaches / managers for youth sessions and teams
4. Assist / deliver youth sessions if qualified
5. Oversee training sessions / collect subscriptions / communicate with parents
6. Organise fixtures for youth teams in liaison with the youth
7. Advise DBS Officer of persons working with children
8. Advise captains of youth able to play in senior teams
How much time will I need to give to the role?
Approximately 4 – 6 hours per week.
Attendance at meetings
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Role & Responsibilities of the
MEMBERSHIP COORDINATOR
Who will I be responsible to?
The Club Committee

Who will I be responsible for?
Existing and new members and enquiries

What is my role?
1. To be the principle contact for all new starters and membership enquiries
2. To provide correct information to all enquiries
3. Provide a comfortable and warm welcome to all new attendees at training, matches and the club house
4. Ensure the correct membership information is passed on to the relevant members of the club
5. Follow up initial enquiries and new members to ensure a enjoyable experience
6. Facilitate the transition from enquiry to club member

What else can you tell me about the role?
The Membership Coordinator is a pivotal role within the club and with the assistance of the Club Development and Communication officers should provide the main points of contact for people outside the club on joining the club’s activities. It is a demanding, high profile role that has a major impact on increasing participation and number of members of the club.

As one of the contacts for the club, it is helpful if the Membership Coordinator is available to take phone calls and emails.

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 (will vary at different times of the season)

What tasks are involved?
Tasks will include:
1. Dealing with correspondence and enquiries
2. Supporting new enquiries and members along the supporter journey
3. Pass on contact details to the relevant managers/coaches/captains
4. Attendance at meetings

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Role & Responsibilities of the
SPORTS COUNCIL REPRESENTATIVE
Who will I be responsible to?
The Club Committee

Who will I be responsible for?

What is my role?

1. To attend and represent THC at Thurrock Sports Council quarterly meetings
2. To report back relevant information to the THC committee
3. To apply for grant aid or advice from the Sports Council

What else can you tell me about the role?
Training needed

How much time will I need to give to the role?

2 ½ hours quarterly for meetings
2 hours per month for THC meetings
Time to complete grant applications

What tasks are involved

Attending meetings and reporting back
Form filling for grant applications

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

Who will I be responsible for?
1. the members of the team I captain
2. the conduct of players on the pitch
3. the safety and welfare of junior players

What is my role?
1. organising the team for match day following discussion with other captains re selection
2. ensure players know when and where to meet on match day
3. complete all necessary paperwork pre and post match
4. liaise with club nominated umpire to ensure match time / venue is known
5. maintain discipline and conduct by your team on match day
6. organise someone to provide teas on match days
7. report league results as required for all home games and post league sheet in adequate time
8. ensure monies are collected and recorded after matches
9. pass match levies for all games to the treasurer with list of players
10. pass list of players for each game to membership secretary
11. provide match ball for home games
12. organise, motivate and lead team during the game

• all or some of the above may be delegated to other team members as appropriate.
• Ladies and men’s leagues have different requirements
What else can you tell me about the role?
Training needed
Support from previous or current captains if new to the role.

How much time will I need to give to the role?
Time each week to liaise with other captains, text team and chase those slow to reply.
Approx one hour for paperwork and paying monies.
Approx 2 hours broken down over the week plus match days

What tasks are involved
See above
Attendance at meetings

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Role & Responsibilities of the
CLUB CAPTAINS MEN / LADIES
Who will I be responsible to?
The Club Committee

Who will I be responsible for?
Team captains and players

What is my role?
1. to oversee and coordinate the playing members of the men / ladies section
2. to liaise with captains re team selection
3. to be aware of players in all teams and ensure that those who are able progress to higher teams
4. to deal with grievances from players
5. to report issues to the committee if unresolved
6. to communicate with players as necessary
7. to oversee training and encourage players to attend
8. to liaise with captains re equipment and request new equipment from committee
9. to nominate players for county trials
10. Registering players for the relevant leagues.

What else can you tell me about the role?
The need to be available and approachable for players/captains
Keep up to date with initiatives/information from England Hockey

Training needed
Support from previous club captains

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

What tasks are involved
See above
Attendance at meetings

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Role & Responsibilities of the
LEAGUE LIAISON OFFICER
Who will I be responsible to?
The Club Committee

Who will I be responsible for?

What is my role?
To liaise between Thurrock Hockey Club and the leagues
What else can you tell me about the role?
Team captains and fixture secretaries communicate with the leagues re reporting fixtures and results.
All other matters eg discipline and disputes must be reported and dealt with by the league liaison officer.
A knowledge of league rules is necessary

Training needed
How much time will I need to give to the role?
Depends on the issue and frequency of issues to be dealt with.
2 hrs a month for meetings

What tasks are involved
Email communication between league, committee and members.
Attendance at meetings.

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Role & Responsibilities of the

ENGLAND HOCKEY LIAISON OFFICER

Who will I be responsible to?          

The Club Committee

 What tasks are involved?

Email communication between league, committee and members.

What is my role?

To liaise between Thurrock Hockey Club, Leagues and England Hockey.

What else can you tell me about the role?

England Hockey are focussed on developing the sport, through grass root initiatives to coaching. This can also be disseminated from the leagues with local course and development initiatives being run.

A knowledge of the policies, initiatives, rules and regulations is essential.

How much time will I need to give to the role?

Commitment to attending club committee meetings as well as organisation and liaising time however, this aspect is mainly down through email communications.

Tasks involved

Attendance at meetings. Email communications between England Hockey, Leagues, committee and members.

 

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