Club Roles and Jobs 5 of 9

5. Club Secretary and Liaison Officer Job Description


JOB DESCRIPTION
Club Secretary and Liaison Officer (2015/16)

• Arrange monthly DHC committee meetings, produce Agenda and other documentation, book rooms as required and notify attendees. Attend and take minutes for DHC committee meetings (including AGMs and EGMs) and junior section meetings monthly/quarterly)

• Produce and circulate minutes promptly – at within 2 weeks of the meeting (monthly/quarterly)

• Produce the club handbook in readiness for the start of the season in September (annual)

• Be the main point of contact at the club for other organisations, members of the public, other clubs, England Hockey, National league, North, Yorkshire Hockey, DHC members, etc (ongoing)

• In liaison with the HC committee produce any DHC literature to ensure the smooth running of the club including promotional literature, marketing literature, literature for coaches, captains and team managers, information literature for members, etc. File and hold DHC official documents. In general, ensure administrative systems and processes are efficient and well managed (on going)

• Organise and produce match day programme (weekly through the season)

• Help to maintain communication with members via literature, emails, the website and social media (on going)

• Help to promote the club and it’s links with the media (on going)

• Organise player registrations (annual)

• Organise player transfer requests (annual)

• Arrange league affiliations (annual)

• Organise Senior and Junior cup entries (annual)

• Attend annual North Hockey and Yorkshire Hockey league meetings (2 for ladies, 2 for men - 4 per annum)

• Liaise with the Pitch Manager and Fixture Secretaries to organise internal pitch bookings when fixture lists have been issued for the season and reschedule fixtures as required through the season.

• Act as Club Liaison Officer for men’s and ladies 1st and 2nd teams (weekly) including rescheduling of fixtures.

• Order of kit/equipment/first aid as directed by HC committee (mostly annual)

• Liaise with caterer to order and pay for match teas (weekly through the season)

• Collect match fees (weekly through the season)

• Bank match fees/club membership subscriptions/money raised from events to DHC bank account weekly and produce a weekly spreadsheet of money banked for the treasurer (weekly). Liaise with section reps to chase outstanding match fees at selection meetings.

• Report match results as required by hockey leagues (on going through the season)

• Act as membership secretary – produce and distribute membership forms. Collect membership forms and subscriptions. Help DHC committee and section reps to chase unpaid subscriptions. Keep a record of members. From membership forms supply Junior Coach with medical record spreadsheet. Use contact information from membership to help promote events, assist team selection, assist single system registration, etc (on going)

• In liaison with DC members, help to organise fundraising events at the club (on going)

• In liaison with DHC members, help to secure sponsorship at the club (on going)

• In liaison with DHC members help to gain funding via grant applications to funding bodies (on going)