16th December 2016

Officers Roles and Responsibilities

All committee members

Skills, Experience & Other Requirements

  • Availability to attend the majority of Committee meetings
  • Ability to communicate using regularly deployed I.T. facilities (e.g. email & electronic documents)
  • Fully paid up member

Responsibilities

  • Attend Committee meetings and other meetings associated with the portfolio holding
  • Prepare a report for the Annual General Meeting where necessary
  • Manage area of website relevant to committee position
  • Be willing to undertake DBS check
  • Welcome, introduce and assist inclusion of newcomers

President

Skills, Experience & Other Requirements

  • Long serving member of both Club & Committee

Responsibilities

  • Represent the club formally & officially as and where required
  • ‘Stand in’ as Chairman as necessary, when Chairman unavailable
  • Attend & present report at AGM where necessary

Chair

Skills, Experience & Other Requirements

  • Experience of Club management
  • Ongoing involvement with both Junior & Senior sections of the club
  • Current serving member of the committee or has served within last 5 years

Responsibilities

  • Chair all General and Committee meetings
  • Liaise as necessary to facilitate efficient use of time in Committee
  • Consolidate other officers’ reports & prepare presentation for AGM
  • Attend, ex-officio, as many sub-committee or working group meetings as circumstances allow
  • Provide a focal point for Member comments, questions & suggestions
  • Attend and represent the Club at meetings, forums and other functions organised by governing and other affiliated organisations
  • Be aware of any changes or developments within in the Sport and advise the Committee in sufficient time for any impact to be assessed and managed
  • Progress income opportunities such as sponsorship and represent the Club as necessary at meetings and promotional events
  • Liaise with committee and other officers to ensure that agreed actions are undertaken within the required timescales
  • To assist the President
  • Lead the formulation and implementation of a Club Action Plan
  • Lead in the enforcement of the club’s code of conduct

Secretary

Skills, Experience & Other Requirements

  • Knowledge of the Sport’s governance structure, Rules for Competition and affiliation requirements
  • Ability to take and present accurate, clear and concise minutes
  • Good electronic and document communication skills
  • To ensure the efficient running of the Club, in accordance with the wishes of the Membership; in particular to ensure the President, Committee, Chairman and Treasurer are aware of any current developments

Responsibilities

  • Prepare & circulate agenda & notices for Committee, Annual General & Extraordinary General meetings
  • Prepare Committee election documents for AGM
  • Take minutes at meetings and publish / circulate as required
  • Receive, send and log correspondence on behalf of the Club
  • Ensure the club applies for and receives its London Marathon club places entitlement

Membership Secretary

Skills, Experience & Other Requirements

  • Availability to accept membership applications and (coercing as necessary) annual subscriptions
  • Thorough knowledge of those UKA Rules for Competition rules associated with club membership
  • Up to date knowledge of England Athletics Athlete Affiliation requirements and issues
  • Ability to manage the Club’s membership database (currently Microsoft Access) and generate forms, reports and queries

Responsibilities

  • Ensure all members’ details are recorded onto the club membership database upon their acceptance and kept up to date as informed
  • Provide statistical information as required by other club officers and representatives of governing bodies
  • Generate & manage England Athletics athlete affiliation data
  • Provide membership revenue detail to the Club Treasurer
  • Provide other club officers extracted to information to facilitate member communications
  • Liaise with Junior Administrator regarding membership
  • Be aware of Data Protection requirements
  • Attend & present report at AGM where necessary

Treasurer

Skills, Experience & Other Requirements

  • Skills & experience in bookkeeping and accounts management & presentation

Responsibilities

  • Keep accurate record of income and expenditure of the Club, and its assets and liabilities
  • Maintain bank account(s) in the name of the Club in accordance with mandate ratified by the Committee
  • To arrange payment of all fees, expenses, etc. properly authorised on behalf of the Club
  • Prepare Annual Accounts for audit and subsequent presentation to the AGM
  • Attend any sub-committee or working group meetings, where financial considerations are likely to be raised

Head Coach

Skills, Experience & Other Requirements

  • Relevant UKA Coach accreditation
  • Involvement with both junior & senior sections of the Club

Responsibilities

  • Create, implement and manage a coaching structure that will offer athlete progression across all athletic disciplines which Maidenhead Athletic Club is permitted to deliver based on current facilities
  • Create implement and manage of a Yearly Coaching Plan for all relevant event groups
  • Actively encourage recruitment of new coaches and progressive training of all existing coaches
  • Manage coach recruitment and training
  • Organise rotas of qualified coaches for designated sessions
  • Maintain the coaching information notice board – list of coaches, upcoming courses etc.
  • Liaise with coaches involved in other disciplines to create a catalogue of progressive training sessions for all event groups and events.
  • Maintain contact with England Athletics officers responsible for coach development and in so doing keep up to date with coaching strategy, structure and coach recruitment & development options.
  • Arrange reimbursement of course fees in accordance with current Club policy.
  • Encourage more members and parents to become coaches.
  • Review code of conduct for coaches, athletes and helpers.

Race Director – Easter 10

Skills, Experience & Other Requirements

  • Thorough knowledge of those UKA Rules for Competition pertaining to Road Running
  • Familiarity with Race Licence acquisition and subsequent payment requirements
  • Business communication & event management skills & experience, including team management & delegation of activities

Responsibilities

  • Refer to handbook
  • Acquire race licence
  • Negotiate with venue owners
  • Co-ordinate team to support
  • Attend & present report at AGM where necessary

Junior Section Administrator

Skills, Experience & Other Requirements

  • IT skills especially Access & Excel
  • Knowledge of UKA rules regarding age groups
  • Deputise for Welfare Officer including DBS checks

Responsibilities

  • Maintain Junior db & liaise with Membership Secretary and Welfare Officer
  • Produce regular updates to Junior section with regard to competitions, training etc both by email and information cards
  • Support coaches for competition team sheets
  • Update web site with news & events
  • Maintain waiting list
  • Update waiting list applicants at least twice a year
  • Attend & present report at AGM where necessary

Road Running Captain

Skills, Experience & Other Requirements

  • Availability to attend the majority of Road Run sessions

Responsibilities

  • Publish & manage Run Leaders rota
  • Prepare, publish & update Road Running fixtures list
  • Designate local, popular and County Championship races as ‘Target Races’ and encourage members to enter
  • Manage invitations for members selected by the committee to run in the Maidenhead Easter 10
  • Attend & present report at AGM where necessary

Cross-Country Captain

Skills, Experience & Other Requirements

  • Knowledge of categories within leagues the club is in

Responsibilities

  • Encourage all members to participate in any competitions.
  • Organise coach to venues when required.
  • Ensure team sheets completed
  • Publish fixture list.
  • Attend & present report at AGM where necessary.
  • Communicate results to the Press Officer for inclusion in the weekly press report.

Junior Track & Field Representative

Skills, Experience & Other Requirements

  • Knowledge of UKA rules with regard to Age groups
  • Attend meetings regarding league fixtures
  • Fully conversant with specifications regarding weights etc for events within each age category
  • If not a serving coach or official, DBS to be renewed every 3 years

Responsibilities

  • Ensure fixtures are announced to athletes
  • Review equipment to enhance athlete training
  • Co-ordinate teams for competitions
  • Allocate team managers
  • Attend & present report at AGM where necessary

5k Series Representative

Skills, Experience & Other Requirements

  • The ability to receive and account for entrance fees

Responsibilities

  • Publish fixture list
  • Attendance at participating clubs’ meeting to decide on rules, dates and runners numbers range per club
  • Communication of preferred date to Maidenhead & Windsor Borough Council’s Leisure Department for permission to organise a race on Council/public land.
  • Publish dates and rules for MAC members.
  • Collect numbers from supplier.
  • Issue numbers to club members on payment of fee. Ensure the correct fee is charged to non-members and that their application fits within the rules decided upon for the current year e.g. only guests of club members and within the minimum age for running, probably 13 years of age. The Membership Secretary will supply a list of current members.
  • Keep an account of the money received and pay to club Treasurer with a copy of the account.
  • Keep a list of the numbers issued, ensure runners check-in at the beginning of a race to allow sorting out of any queries on results afterwards.
  • For the Maidenhead race, put up a list of the tasks to be covered and food required and encourage volunteers. Ask all volunteers to arrive by 6.00 pm. Check someone involved with club publicity has contacted the Maidenhead Advertiser to cover the race. If necessary, supply them with photos and some commentary on results.
  • Mark out the course on the day of the race (allow 2 – 3 hours) with volunteers to help. Organise volunteers in the evening and ensure all markers are removed at the end of the race.
    Ask the other clubs for a list of their runners to help with queries on results. Usually a couple of the finish funnel team will process the results.
  • Ensure results are sent to the other clubs by the end of the week of the race, asking for resolution of any queries. Get final copy out as quickly as possible, copying the TVAC web site manager.
  • Attend & present report at AGM where necessary

Welfare Officer

Skills, Experience & Other Requirements

  • Full knowledge of UKA Welfare policy
  • Trained in child protection
  • Ability to use excel
  • First Aid knowledge an advantage

Responsibilities

  • Deputise for Junior Administrator
  • Ensure register kept of junior attendance.
  • Ensure coaches aware of any health, injury or other issues
  • Complete DBS forms on behalf of UKA (currently secretary’s role)
  • Review the welfare policy
  • Ensure coaches, athletes and helpers follow code of conduct
  • Review with Head Coach code of conduct for coaches, athletes and helpers
  • Support Head coach in administration role.
  • Lead in the implementation of the club’s Equality & Child Protection policies

Other Committee 1 & 2

Skills, Experience & Other Requirements

  • General interest in club

Responsibilities

  • Support other committee posts

Clubhouse Manager (non-committee)

Skills, Experience & Other Requirements

  • Knowledge of DIY

Responsibilities

  • Liaise with local council and committee regarding problems or issues
  • Arrange repairs as required

Social Secretary (non-committee)

Skills, Experience & Other Requirements

  • General interest in club

Responsibilities

  • Organise club social events (Awards Dinner, barbecue, quiz nights, etc.).
  • Liaise with committee to define purpose of event (i.e. fundraising or social).
  • Ensure financial viability of fund raising events.
  • Agree budget for social events with committee.
  • Co-opt other members where necessary to assist with events.
  • Ensure events are open to all and communicated to all by the various club communication channels.

Press Officer (non-committee)

Skills, Experience & Other Requirements

  • IT skills – Word, email

Responsibilities

  • Collate race results
  • Communicate results to local press
  • Support promotion of the club