Plymouth Leander

Club News

Job Descriptions

Chairperson

Role

The Chairperson of a club is seen to be a figure head, ambassador and a principal officer for a club. A Chairperson will chair and lead meetings within the club, be responsible for key decision making and leadership within the club, in consultation with other committee members.

Main Duties

  • To provide direction for the club by effective leadership and management
  • To act as principal officer within the club, and make decisions whenever the need arises, in consultation with other officers when appropriate
  • To represent the club at external meetings when required
  • To chair and control the meetings of the management committee, in particular:
    • To preserve order
    • To take care that the proceedings are conducted in a proper manner
    • To ensure that the sense of the meeting is properly ascertained concerning any question which is properly before the meeting
  • To be involved, where appropriate, in the coordination of all club activities
  • 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. Abide by and promote all club policies.
  • Follow and promote the ASA Child Protection policy.

Skills and Qualities Required

  • Enthusiastic with a good knowledge of the club and its financial position
  • A knowledge and understanding of aquatics Leadership and management skills
  • Able to represent the club at external meetings
  • Confident in public speaking
  • Able to control meetings, follow meeting agendas, and ensure everyone has the opportunity to present their views
  • Well-informed about agenda’s of meetings and the items to be covered
  • Ability to ensure that all business at meetings is completed and that all decisions are understood and recorded
  • A good communicator, and is approachable, clear and concise

Club Treasurer

Role

To produce and manage club accounts and monitor finances

Main Duties

  • Responsible for all club finances
  • Plan the annual budget in agreement with the management committee
  • Monitor the budget, costs and income on a regular basis (monthly)
  • Oversee and monitor the receipts and payments made into the club account
  • Raise invoices as appropriate
  • Liaise with the Bank on all banking matters
  • Provide monthly reports on the financial state of the club to the Committee
  • Produce monthly management accounts and liaise with Accountants to produce year end accounts
  • Produce cash flow forecasts as appropriate
  • Represent the club in all matters relating to finance
  • Ensure that funds are used appropriately - negotiating cost reductions where appropriate
  • Ensure all financial decisions authorised by the Committee are actioned
  • Prepare end of year accounts and present to the auditor and management committee. Abide by and promote all club policies
  • Follow and promote the ASA Child Protection policy

Club Treasurer (Assistant)

Role

To assist the Club Treasurer in their role

Main Duties

  • Receiving, paying and filing invoices/wages/receipts/expenses
  • Maintaining bank statements
  • Check, as requested by members of the committee that electronic payments have been received (or not) into the bank account
  • Make payments of cash into bank account as required
  • Keep Treasurer abreast of all actions performed
  • Follow and promote the ASA Child Protection policy

Club Secretary

Role

To ensure the smooth running of clubs administrative requirements

Main Duties

  • Deal with the day to day club correspondence
  • Main contact point for coaches, parents and swimmers.
  • Call committee meetings and AGM, prepare agenda, take minutes and provide officers with copies
  • Liaise with Pool regarding bookings
  • Book venues for Committee Meetings and AGM
  • Act as the main point of contact for club for the county, regional and national ASA
  • Distribute information as and when required
  • Abide by and promote all club policies.
  • Follow and promote the ASA Child Protection policy

Swim 21 Co-ordinator

Role

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

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,  and Club Members
  • To keep the 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 Executive Committee with regard to funding the implementation of the Clubs Swim 21 Action Plan
  • To follow and promote the ASA Child Protection policy
  • Abide by and promote all club policies.

Welfare Officer

Role

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

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.
  • To 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.
  • Abide by and promote all club policies.
  • Follow and promote the ASA Child Protection policy.

Membership Secretary

Role

To be responsible for collection and safe storage of all membership details and responsible for membership return to ASA

Main Duties

  • Collect and record annual subscriptions and fees
  • Collect all annual membership forms
  • Record all membership details on secure database, following Data Protection Guidelines
  • Report to Management Committee on membership numbers and makeup
  • Prepare and present annual membership report to AGM
  • Complete and return all required membership information to the ASA and act as contact for ASA regarding queries
  • Issue ASA membership cards to each member
  • Abide by and promote all club policies.
  • Follow and promote the ASA Child Protection policy

Open Meet Secretary

Role

To be responsible for promoting and co-ordinating Open Meets

Main Duties

  • Arrange poolside support for open meetings.
  • Manage and administrate the entry processes for open meetings.
  • Maintain a results log for all open meets attended.
  • Liaise with Press Officer
  • Abide by and promote all club policies.
  • Follow and promote the ASA Child Protection policy

Press Officer

Role

To Promote and Publicise, in a positive way all aspects of the club

Main Duties

  • Establish working relations with local media
  • Produce informative and unbiased press releases with regards to all the club's events as and when appropriate information is available
  • Report on club events (internally and externally)
  • Abide by and promote all club policies.
  • Follow and promote the ASA Child Protection policy

School Swimming Co-ordinator

Role

To be responsible for links between the club, local schools and swim schools.

Main Duties

  • To build meaningful links with local schools in order to promote the club and build membership.
  • Abide by and promote all club policies.
  • Follow and promote the ASA Child Protection policy

Team Manager

Role

To be responsible for the club’s team at Galas

Main Duties

  • To liaise closely with the Club Coach
  • Help select teams for Galas by attending the Selection committee.
  • Notify swimmers that they are needed for a Gala.
  • Put team lists on pool notice boards.
  • Accompany teams to Galas.
  • Take swimmer emergency contact details to galas
  • Ensure that a copy of team list is left with a committee member when coach travel is involved.
  • To follow and promote the ASA Child Protection policy.

Squad Co-Ordinator

Role

This is non-committee role which provides the liaison point between the Executive Committee, squad coach, parents and athletes.

Main Duties

  • Main contact for all communications to squad
  • Get to know all parents/athletes by name
  • Help squad parents with completing meet applications through liaison with events secretary.
  • Help the meet organiser and/or events secretary to recruit volunteers from squad parents
  • Collate feedback from a squad level to present back to the Executive Committee in writing or via verbal interactions with committee members formally or informally
  • Distribute information from committee or coaching staff as received
  • Assist the membership secretary in greeting new members into a squad and co-ordinating membership and fee queries
  • Co-ordinate the implementation of the volunteers’ requirements
  • Help identify opportunities for social events for squad

Skills

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

Commitment

During attendance to observe swim sessions expected to be no more than 2 hours per week in total

Benefits to Self

Contribution to creating a better structure for squad dynamics within Swimming and simultaneously helping your club with clearer communications relevant to specific squads.