Roles & Responsibilities

Contents

Committee

Club President

Chairperson

Secretary

Treasurer

Club Captains

Non-Committee

Social Events Co-Ordinator

Website Administrator

Welfare Officer

Kit Manager

The officials serve as volunteers to conduct the running of the club and their roles and responsibilities are listed below. Roles are defined as either ‘Committee’ or ‘Non-Committee’. Committee positions are voting positions.

Committee

Club President

The President of the Club provides the vision and values of the club and functions as the ‘figure head’ of the club. At Committee Meetings and at the Clubs’ AGM, the President will hold the casting vote.

  • Act as the ambassador and/or spokesperson for the club
  • Lead and motivate the club, ensuring that club members feel valued, inspired, and connected to each other
  • Represent the Club and Committee and provide guidance on strategy and integrity as required
  • Ensure that Committee members are aware of their roles and responsibilities
  • Ensure that rules and regulations are adhered to, such as according to UK Athletics (UKA), England Athletics (EA), The Club Constitution, and Code of Conduct
  • Be responsible for the safety of your group’s activities and the participants. This includes risk assessing activities
  • To represent the best interest of the Club and further these in accordance with the wishes of the Club Members
  • To promote the Club internally and in the wider community
  • Provide advice and guidance to all members and assist the Committee in their duties of improving the Club and its facilities

Chairperson

The Chairperson is the chief officer of the club, the public head and responsible for the clubs’ relations. It is primarily one of leadership - to set the pace for the group and lend it some purpose, direction, and guidance. It's important that the leader is sensitive to the needs of individual members and to the group. The Chairperson should be well organised, a good delegator, a good communicator and confident.

The role will include the following responsibilities:

  • To chair and manage the efficient running of Committee and AGM/EGM meetings
  • Report on the activities of the Club at the Annual General Meeting
  • Conduct Committee, AGM/EGM meetings in a manner that enables all Members to have their say
  • Conduct Committee, AGM/EGM meetings in a way that ensures business is dealt with effectively
  • Steer meetings through the agenda
  • Move to a vote if necessary
  • Assist the Club Secretary to prepare meeting agendas
  • The responsibility of being an unbiased decision maker by exercising sound judgement
  • Represent the Club and Committee, acting as spokesperson as required
  • Give direction on the development of the Club
  • Ensure the Committee function well as a team
  • Ensure the Committee is effectively managing the club and oversee the running of the Club
  • Ensure decisions made by the Committee are carried out
  • To ensure the Committee act in the spirit of the Club, in the best interest of its members and according to the constitution
  • Monitor the Club’s finances through close liaison with the Treasurer, and ensuring they are signed annually if considered to be in order
  • Notify Club Members promptly of any appointment, resignation or removal of Officers of the Committee

Secretary

The secretary is the nerve centre of the club, with a close involvement in the general running of the club. The Club Secretary carries out the administrative duties that enable the club and its members to function effectively. Those interested in our running club contact the secretary for information on membership, requirements, training, meetings, events and activities.

The role of Club Secretary will carry the following responsibilities:

  • The Club Secretary acts as the principle administrator for the Club
  • Responsible for carrying out the administrative duties that enable the Club Membership to function effectively
  • Be responsible for the day to day running of the Club
  • Will have a good understanding of all the roles within the Club to ensure that the Committee and Members are united in their objectives
  • To provide a link between the Club Membership, Committee, Governing bodies (EA and UKA), local community and media
  • The point of contact for enquiries and to deal with correspondence both received and sent
  • Apply for and process club entries to the London Marathon
  • To keep up to date with UKA and other sports bodies initiatives
  • Maintain sound knowledge around the club constitution, club rules and regulations, including UKA and EA to ensure it’s being adhered to
  • To organise the Club’s Committee meetings, annual general meeting (AGM) and Extraordinary general meeting (EGM)
  • To give note of, organise and attend Committee meetings, together with an appropriate Agenda. Take and distribute minutes. Ensure that action points from the meeting have been carried out
  • Collect and maintain accurate club records for membership and affiliation forms
  • Facilitate payment of affiliation fees to UKA
  • Treat all completed forms as confidential to enable the Club to fulfil its obligation under the Data Protection Acts 1988 & 2003
  • Assist with change of claim, both from and to clubs
  • Work with the Treasurer to set up the club bank account and be a second signatory to authorise cheques and payments debited from the account
  • Deal with resignations and letters of complaint along with the Chairperson to ensure a quick and efficient response

Treasurer

The Treasurer has responsibility for all the clubs’ finance and maintenance of the Club Bank Account. The Treasurer provides reports to the Committee on the financial standing of the club and a detailed report of the club’s financial status at the Annual General Meeting.

The role of Club Treasurer will carry the following responsibilities:

  • Be responsible for all income and expenditure affecting the Club and for the presentation of the accounts and balance sheets
  • Be aware of the clubs’ financial obligations and reporting to the relevant bodies
  • Ensure financial records and the clubs’ bank account are managed, reconciled and recorded in a readily available format should anyone wish to see this
  • Keep up-to-date records of all financial transactions
  • Pay cheques and surplus cash into the bank promptly
  • Pay bills and expenses in a timely manner
  • Provide the Committee with financial reports at each meeting
  • Produce a budget for events and ensure this is effectively monitored
  • Present an end-of-year financial report at the AGM
  • Prepare year-end statement of accounts and arrange for an independent reviewer(s)
  • Working with the Secretary to set up the club bank account and be a second signatory to authorise cheques and payments debited from the account
  • Provide support and advice to the Committee in relation to financial matters generally, including fundraising and any significant new planned expenditure

Club Captains

The Club Captain is the link between the administration of the Club and the athletes. It is the role of Club Captains to represent the views of the athletes within the Club and contribute to the development of the Club through providing advice and guidance from an athlete perspective. The Club shall have two Club Captains, one male and one female.

The role of Club captains will include the following:

  • Maintain a motivating presence, in person (at training nights, events, socials etc.) and via social media (Facebook, email etc.)
  • Welcome new members to the Club and maintain regular contact with Club members by making yourself known
  • Be a positive role model for all members of the Club
  • Generate team spirit by motivating, leading encouragement, attending team events, knowing their team and showing interest and supporting progress
  • Gather feedback from members and present the athletes if they have any queries/ issues relating to club training sessions
  • Make members aware of upcoming racing events that may be of interest and actively encourage participation
  • Recognise achievements and make these known to the club
  • Keep the Club’s racing events and reports up to date on the website
  • Come up with new ideas for sessions and events and present them to the Committee

Non-Committee 

Social Events Co-Ordinator

The main point of contact for all queries, suggestions or actions that relate to the clubs’ social activities.

  • Support media, marketing and sponsorship activities
  • Be responsible for arranging the social aspects of the club; securing venues for social events, managing bookings, food orders and deposits where required
  • Work with the Treasurer to provide an accurate record of cash and payments made where required

Website Administrator

The role of Website Administrator will carry the following responsibilities

  • Maintain the clubs’ website
  • Ensure the site stays up to date by gathering information from the Committee
  • Check all content is suitable and does not breach any club policies
  • Assist in maintaining and updating the hosting and domain name costs/ supplier
  • Ensure all receipts for costs are provided to the Treasurer within a timely manner

Welfare Officer

The Club will provide two Welfare Officers; one male and one female. UK Athletics recommend completing the UK Athletics standard e-learning packages and attending local and national workshops. The officers will also be DBS checked. These Officers should maintain their independence and impartiality from the Committee by not serving as members of the Committee.

The role of Welfare Officers will include:

  • To ensure that the Club upholds its responsibility of duty of care to its members
  • To ensure that the Club is open and accessible to all
  • To be responsible for the promotion of codes of conduct to its members
  • To ensure that all members receive fair and equal treatment at all times
  • To ensure that the Club adopts and maintains an anti-bullying policy, in accordance with UKA and the clubs’ rules
  • To ensure that the club adopts and maintains a policy of dealing with cases of misconduct and poor practices
  • Support the registration of all personnel involved in activities within the club (DBS checks)
  • Receive, record and deal with any concerns relating to the welfare of young people and vulnerable adults and ensure the relevant Committee members are kept informed
  • Recognise the difference between poor practice (according to club rules) and matters that would be a welfare issue
  • To be a point of contact for any club member wishing to discuss or report cases of bullying, misconduct or poor practice and take the recommended appropriate action
  • To deal in an appropriate way with confidential matters that may arise related to athletes
  • Initiate action where bullying, misconduct or poor practice has been identified, and report it to the appropriate authority. In some cases, this may involve reporting incidents to UKA or the Police
  • To keep the Committee updated on the progress of any reported case
  • Act independently and in an approachable manner (Welfare Officers cannot be members of the Committee)
  • Maintain an up to date knowledge of all relevant welfare and child protection policies published by England Athletics and ensure the club adheres to these policies

Kit Manager

The Kit Manager helps promote the profile of our club identity at races and during club runs.

  • Source and sell club kit and other branded items to club members
  • Promotion of club kit to members, especially new members
  • Ensure the club kit adheres to England Athletics rules
  • Records to be kept of all club kit purchased
  • Monies to be collected and paid to the Treasurer, where an accurate record is to be held