Job Descriptions

Chairperson

Role

The Chairperson is responsible for the overall running of the Club with the assistance of the Treasurer and Secretary during his period of office. To be responsible for the implementation of good practice and child protection policies within the club.

Main Duties

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

Club Treasurer

Role

To produce and manage club accounts and monitor finances

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. Abide by and promote all club policies.
  • 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

Workforce Co-ordinator

Role

Co-ordinating the recruitment and organisation of volunteers within the club.

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 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.
  • 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, Development Officer, 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 Management 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

  • In conjunction with the Head Coach produce an annual plan of Open Meet swimming and then agree with the committee.
  • 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

Gala Secretary

Role

To be responsible for the club’s annual fixtures list

Main Duties

  • In conjunction with the Head Coach produce an annual plan for Gala swimming and then to be agreed by the committee.
  • Arrange poolside support for all galas.
  • Arrange transport as necessary.
  • Manage and administrate the gala entry process.
  • Maintain a log of results for all galas attended.
  • Arrange the dates for the club championships.
  • Arrange poolside support for the club championships.
  • Manage and administrate the club championship entry process.
  • 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.