GALA SECRETARY
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Role
To organise gala entries and investigate suitable galas for all swimmers to enter.
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Skills
●Well organised and efficient
●Confident and effective communicator
●Knowledge of the club and swimmers (as appropriate)
●Understanding and impartial and respect confidentiality
●Approachable
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Main Duties
●To provide a central point of contact for communication about galas run by other clubs.
●To source appropriate galas for variety of ability groups.
●To provide information to athletes, coaches, parents/guardians about appropriate galas.
●To submit swimmers' gala entries and times and ensure they are appropriately entered for events.
●To arrange appropriate Coach and Team Manager support for galas attended.
●To undertake team selections (if appropriate and in consultation with others).
●To adopt the policies and principles of the Swim England Child Protection policy.
●To prepare post competition/event reports for publication internally and externally.
WELFARE OFFICER
Role
To be responsible for the implementation of good practice and child protection
policies within the club
Skills
- Good communication
- Tactful and discreet
- Good Listener
- Approachable
Main Duties
- To ensure all possible child protection concerns (urgent and non urgent) are dealt with following the Swim England Child Protection Guidelines (Wavepower document).
- To maintain, administer and manage the completion of the DBS check forms.
- To be aware of the child protection policies and procedures of Swim England and to receive all updates of this nature from the Swim England.
- To raise awareness of good child protection practice with the teachers and coaches through the Swim England/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.
- To attend the Time to Listen workshop.
SWIM MARK
Role
To co-ordinate the implementation/development of the Swim Mark 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 Mark process within the club.
- To liaise with the Regional Development Officers, Local Authority Sports Development Officer, Swim Mark Club Committee and Club Members.
- To keep the club updated on their progress through the Swim Mark process.
- To ensure that Club Members are informed of Swim Mark courses and seminars.
- To liaise with the Treasurer and Management Committee with regard to funding the implementation of the Clubs Swim Mark Action Plan.
- To follow and promote Swim England Child Protection policy.
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MEMBERSHIP SECRETARY
(Delegated position from Club Secretary)
Role
To manage all aspects of membership enquiries, fees and detailed member
information and Swim England
Skills
●Administration Skills
●Tact and Discretion
●Well Organised
●Approachable
●Confident and Effective Communicator
Main Duties
●To collect and record annual subscriptions and fees.
●To record all members names, addresses, D.O.B, emergency contacts etc.
●To issue membership cards to each member.
●To submit all information to Swim England and ensure all swimmers are members.
●To record all payments for membership and subscriptions and pass to the treasurer.
●To ensure all swimmers and parent supporter members sign a Code of Conduct.
●To record photo consent permission.
●To follow and promote Swim England Child Protection Policy.
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WEBSITE
Role
To manage all aspects of Tadcaster Swim Squad website and social media
Skills
●Excellent IT Skills
●Well Organised
●Approachable
●Communication Skills
Main Duties
●To maintain the club website.
●To upload all relevant squad, Swim England and SwimMark information.
●To ensure that all links on the website are working.
●To upload reports of swimmer performances at galas.
●To ensure that all photos are used in line with Swim England guidance and with photo consent from the swimmers/parents.
●To provide regular and relevant updates on social media e.g. Twitter.
●To follow and promote Swim England Child Protection Policy.
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KIT
Role
To organise and manage kit orders and supplies
Skills
●Administration Skills
●Well Organised
●Approachable
●Communication Skills
Main Duties
●To collect and record orders and payments.
●To review stock levels regularly.
●To issue order forms and kit/price lists via noticeboard and emails.
●To process orders and fulfil them to swimmers/parents/customer.
●To record all payments and receipts and pass to the treasurer.
●To advertise the kit and organise samples.
●To liaise with the kit supplier about prices, availability, samples and kit style.
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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 Swim England departments.
- Call committee meetings and AGM, prepare agenda, take minutes and provide officers with copies.
- Liaise with the Coaches, Pool and Gala 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 Swim England.
- To be involved, where appropriate, in the coordination of club activities.
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CLUB CHAIRPERSON
Role
To take a lead in all aspects of the club management and organisation and be
responsible for key decision making and leadership within the club, in consultation with other committee members
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 Swim England 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 TREASURER
Role
To produce and manage club accounts and monitor finances
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
- Prepare end of year accounts and present to the auditor and management committee