Tuam Celtic AFC Role Descriptions
Role of the Chairperson
Overview:
The Chairperson is responsible to and acts on behalf of the club committee. The Chairperson presides over meetings and helps the committee prioritise goals and keeps the committee on track by working within the club’s framework. The Chairperson enables decision making and oversees the implementation of those decisions alongside the committee.
Responsibilities:
• Chair committee meetings and the club’s AGM.
• Assist the Secretary to produce the agendas for meetings.
• Assist the committee in making decisions for the benefit of the whole club including disciplinary matters and strategic planning.
• Provide a report on activities to the membership at the AGM.
• Ensure that planning and budgeting for the future is carried out in accordance with the wishes of members and in line with club policies.
• Initiate the review of the Constitution, By-Laws, policies and rules when appropriate.
• Be a facilitator for club activities.
• Liaise with relevant stakeholders including local authorities, affiliated leagues and the FAI.
• Act on behalf of the committee.
• The Chairperson is also the Designated Liaison Person in accordance with the FAI Child Welfare and Safeguarding Policy. Alternatively, the Vice Chairman can act as the DLP.
A good Chairperson will be:
• A strong leader.
• Well organised and have good communication skills.
• Able to maintain confidentiality.
• Able to delegate and action tasks.
• Be able to be impartial.
• A good planner.
• Alert to constitutional and legal requirements.
• Enthusiastic about the sport.
• Interested in people.
• Able to lead and supervise others.
• A strategic thinker – able to forward plan.
• Aware of the key agencies that can support the club,
and the club can work with.
Hrs per week _____________:
The Chairperson is appointed for a _____________________ Term
Signed: ____________________________________
Date:______________________________
Role of the Secretary
Overview:
The Secretary acts as the primary administrator for the club. The Secretary carries out or oversees administrative duties on behalf of the committee. The Secretary has an essential role within the club, with a close involvement in the general running of the club. The secretary and his/her assistant provide the main point of contact for people within and outside the club. The secretary will have a close working relationship with the chairperson.
Responsibilities:
• Attending league meetings.
• Affiliating the club to the Football Association of Ireland.
• Affiliating the club to the league(s).
• Registering players to the league(s).
• Dealing with correspondence.
• Organising the club AGM and other club meetings.
• Taking minutes of meetings and sending correspondence to members.
• Representing the club at external meetings at the direction of the main committee.
• Taking minutes and disseminating information for the committee.
A good Secretary will:
• Be very well organised.
• Have good administration skills.
• Have excellent communications skills.
• Be able to maintain confidentiality.
• Be able to delegate actions and tasks and provide support.
• Be impartial.
• Be a good planner.
• Be alert to constitutional and legal requirements.
• Be a strategic thinker – able to plan ahead.
• Be aware of the key agencies that can support the club and the club can work with.
Hrs per week _____________:
The Secretary is appointed for a _____________________ Term
Signed: ____________________________________ Date: _____________________________
Role of the Treasurer
Overview:
The club Treasurer is responsible to the club committee. The Treasurer maintains a record of all financial transactions undertaken by the club and alongside the committee ensures the club’s financial well-being.
Responsibilities:
• Collecting fees and all monies due to the club.
• Paying the bills and recording information.
• Paying referees
• Keeping up to date records of all financial transactions.
• Ensuring that all cash and cheques are promptly deposited.
• Ensuring that funds are spent properly.
• Ensuring receipts are issued for all money received.
• Reporting regularly to the committee on the financial position of the club.
• Preparing a year-end statement of accounts.
• Arranging for the statement of accounts to be audited
• Presenting an end of year financial report to the AGM.
• Financial planning including producing an annual budget and monitoring it throughout the year in line with the club committee.
• Helping to prepare and submit any statutory documents that are required (e.g. VAT returns, PAYE returns, grant reports). Even if these duties are delegated to another officer, the Treasurer is still ultimately responsible. It is up to the Treasurer to make sure that any delegated work is completed correctly.
A good Treasurer will be:
• Well organised.
• Able to keep records
• Careful when handling money and cheques.
• Honest.
• Able to answer questions in meetings.
• Confident handling figures.
• A good decision maker.
• Able to delegate actions and tasks.
• Aware of the key agencies that can support the club, and the club can work with.
Hrs per week _____________:
The Treasurer is appointed for a _____________________ Term
Signed: ____________________________________ Date: ______________________________
Role of the Children’s Officer/ Child Welfare Officer
Overview:
The Club Children’s Officer’s role is to promote and implement the club’s policies and procedures for the protection of children and vulnerable persons in line with the FAI’s Child Welfare and Safeguarding Policy and legislation.
Responsibilities:
• Act as a resource to members regarding children’s issues and also ensure that children have a voice in the running of the club and can freely talk about their experiences.
• The Children’s Officer should be a member of or have access to, the Club Management Committee.
• To undertake the role of Children’s Officer, the individual must have completed the Safeguarding 1 and Safeguarding 2 courses.
• Be familiar with the FAI Child Welfare and Safeguarding policy and any other relevant guidelines.
• Implement Child centred policies and procedures within the club.
• Ensure safe recruitment procedures are in place.
• Have completed the Risk Assessment and Child Safeguarding Statement and keep it updated.
• Promotion of Child Safeguarding Statement and be the first point of call.
• Host regular information meetings and get parental involvement.
• Ensure that Club members are adequately trained and adhere to the Child Welfare and Safeguarding Policy.
• Ensure that there are accurate and up to date records of coaches and volunteers training and Garda Vetting Clearance.
• Handle any complaints received regarding poor practise.
• Make contact with League, Affiliate and National roles.
A good Child Welfare Officer will be:
• Approachable and friendly.
• Good listener/effective communicator.
• Confident, with good leadership skills.
• Knowledge of child protection policies and procedures and Criminal Records checks.
• Knowledge of the Data Protection Act.
• Ability to deal with confidential matters.
• Tactful when dealing with sensitive issues.
• Prepared to pass on concerns to professional agencies when necessary.
Hrs per week _____________:
The Child Welfare Officer is appointed for a _____________________ Term
Signed: ____________________________________ Date: _____________________________
Role Of The Public Relations Officer (P.R.O)
Overview:
Public Relations is the practice of managing the flow of information between your club and the public through various channels, representing the image and reputation of your club in a positive manner. The club does some fantastic and hard work – your role as club PRO is to make sure that people are aware of it.
Responsibilities:
• Present the club in a positive manner.
• Liaise with club committee, officers and officials to ensure that all key events, news and initiatives can be communicated.
• Publicise club activities such as games, open days, training sessions, player recruitment drives, fundraising efforts, selection of players for representative teams, etc.
• Develop a good working relationship with media – newspapers, radio, etc. in your area.
• Be accessible to media and local groups – liaising with and answering queries from media, individuals and organisations via telephone, email and other channels where required.
• Submit fixture lists, scores, and match reports where possible.
• Develop a good relationship with key community groups / centres and schools in your area.
• Maintain club website & social media channels.
• Advertise on social media local businesses who sponsor our club
• Devise and implement opportunities to promote the club.
A good Public Relations Officer will be:
• Passionate about the club, and football in general.
• Good communication skills.
• Forward & progressive thinker.
• Good relationship builder.
• I.T proficient.
Hrs per week _____________:
The Public Relations Officer is appointed for a _____________________ Term
Signed: ____________________________________ Date: ______________________________
Role of the Coaching Coordinator/Director of Football/Head of Football
Overview:
Responsible to the committee the Coaching Coordinator implements an overall strategy for player development and coaching through all levels at the club in line with the FAI’s Player Development Plan. The Coaching Coordinator ensures that this is applied by all coaches.
The Coaching coordinator will also be required to advise each coach and team to help achieve the club’s overall objectives.
Responsibilities:
• Work closely with club committee to develop the club’s overall strategy.
• Be the point of contact for committee members and coaches for all coaching & player development matters.
• Have a sound understanding of the club’s rules, regulations & codes.
• Maintain close relationships with all coaches to ensure objectives are being met.
• Develop and manage a budget for coaching within the club in partnership with the Treasurer.
• Ensure there are enough coaches to fulfil minimum requirement with each team.
• Ensure all Coaches have the appropriate qualifications & maintain a coaching register.
• Arrange regular coaching meetings and in-club workshops.
• Coach the coaches.
• Attend training and matches of A teams regularly.
• Attend training and matches of B teams as often as you can.
A good Coaching Coordinator will:
• Have a genuine interest in Football & Player Development.
• Have an understanding of Coaching Philosophies, Development and Sports Science.
• Promote up-skilling / Continuous Professional Development (CPD) for Coaches.
•In accordance with Club Mark guidance hold a minimum of an FAI
National D Licence.
• Foster a climate of positivity and confidence for Coaches.
• Ensure Coaches are adhering to the FAI’s Player Development Plan.
• Continually seek out coaches and recruit where possible.
• Be aware of all upcoming FAI Coaching Courses and Workshops in your area and promote them within the club.
• Liaise regularly with the local FAI Development Officer.
• Link in with local schools.
• Communicate a message to the kids through the team manger on matchdays.
• Communicate well and be approachable at all times.
Hrs per week _____________:
The Coaching Coordinator is appointed for a _____________________ Term
Signed: ____________________________________ Date: ______________________________
Role of the Volunteer Coordinators
Overview:
The Volunteer Coordinator acts on behalf of the committee and leads the retention, training, organisation, recruitment and welfare of volunteers in the club.
Responsibilities:
• Provide a focal point for volunteers and volunteering within the club.
• Facilitate the recruitment, retention, recognition, and reward of volunteers within the club. Go through the club force registrations and contact parents who have offered to help.
• Determine each year the jobs/tasks required to run effectively and match volunteer skills and interests to those positions.
• Ensure that new volunteers are welcomed appropriately and are clear on their role/ responsibilities including whom to approach if any difficulties are encountered.
• Responsible for the induction of volunteers.
• Ensure all coaches have sufficient equipment for coaching and the necessary keys to access the clubs’ facilities.
• Issue documentation that clearly sets out each volunteer’s role.
• Ensure individual volunteers are given appropriate support.
• Plan ahead for volunteer recruitment, make contact with each coach at the end of season and ask if they are staying on as a coach next season and what they need from the club.
A good Volunteer Coordinator will be:
• Well organised with good communication skills.
• A good planner.
• Excellent at building relationships.
• Enthusiastic about the club.
• Interested in people.
• A good understanding of how the club works.
• Good knowledge of all the roles within the club.
• Trustworthy and able to maintain confidentiality.
• Able to provide support for and advocate for volunteers in the club.
Hrs per week _____________:
The Volunteer Coordinator is appointed for a _____________________ Term
Signed: ____________________________________ Date: ______________________________
The Role of the Designated Liaison Person
Overview:
The role and responsibilities of the Designated Liaison Person is assigned to the Chairperson or Vice Chairperson.
Support and advice are available from the Football Association of Ireland’s Child Welfare and Safeguarding Manager, who is also the Mandated Person.
Responsibilities:
• The Designated Liaison Person is responsible for reporting allegations or suspicions of Child abuse to Tusla and/or An Garda Siochana.
• To undertake the role of Designated Liaison Person, the individual must have completed the Safeguarding 1 and Safeguarding 3 course.
• Make the name and contact details of the Designated Liaison Person available to all in the club.
• Have knowledge of the Code of Ethics, and statutory requirements.
• Have a knowledge of categories and indicators of abuse.
• Be familiar with and able to carry out reporting procedures using the correct forms.
• Communicate with parents and/or agencies as appropriate.
• Assist with the ongoing implementation of safeguarding training.
• Be aware of local contacts and services in relation to Child protection, i.e. principal and duty social workers and their contacts.
• To inform duty social worker in Tusla – Child and Family agency and/ or An Garda Siochana of relevant concerns about individual children, using the Standard Reporting Form, keep a copy of this form and ensure acknowledgement of receipt of this form.
• Reporting poor practise to their relevant governing body having ensured that any concerns regarding child protection issues have been reported to the relevant Statutory Authority.
• Advise Administrators on issues of confidentiality, record keeping and data protection.
Designated Liaison Persons do not have the responsibility of investigating or validating Child protection concerns within the Club/League and have no counselling or therapeutic role. This responsibility lies with the Gardaí, Tusla or the HSE.
Role of the Safety Coordinator
The following are draft guidelines for the role of Safety Coordinator for the club and not classed as legal duties.
If the club is a workplace, then further competent advice will be required regarding the implementation of the Safety Statement and safety arrangements, and safety sub-committee and/or safety representative roles, however for the purpose of this document the role is envisaged to be undertaken on a voluntary basis. Ultimately it is the club’s responsibility to establish and maintain a safe environment and eliminate or at least minimise risks. The aim of the Safety Coordinator role is to establish a safer environment and encourage a safe culture for the users, with the support of the Chairperson and Committee, and in consultation with the members. The role includes but is not limited to:
• Assist the Committee with the developing, implementation and maintenance of safety arrangements. The Safety Coordinator does not need to be on the management committee but reports to them and the Chairperson specifically.
• To be familiar with the Safety Statement and safety arrangements for the club.
• Ensure the Safety Policy is displayed predominately within the club.
• Promote safety awareness in the club.
• Ensure there is a fire register for the club and organise all necessary training. Record all evacuation drills and results of same.
• Collaborate with managers, coaches, leaders etc. to coordinate and implement the safety arrangements.
• Monitor the implementation of the safety arrangements and report any shortage, defects or incompliance.
• Monitor activities and ensure arrangements are being adhered to. Intervene when/where required.
• Identify the need for and organise training for applicable personnel.
• Ensure all/any accidents/incidents are correctly documented using the Accident/Incident report form and investigated by the necessary management and/or consultant. Organise for the documents relating to any accidents or incidents to be saved correctly.
• Ensure a communications process with and for the Committee is established. This may involve the establishment of a safety sub-committee, depending on the size of the club.
• Carry out or organise regular inspections / audits in the club to determine any hazards that require attention and report the finding to the Committee.
• Determine the competency of contractors / traders used for works in the club before any works commence.
• Maintain records of tests, inspections, and /or examinations etc. on any plant, machinery and/or equipment etc. within the club or required for any activities.
When selecting the Safety Coordinator consider the above role and key requirements for this role. It is recommended the person has at least the following:
• Good communication and advisory skills.
• Proficient administration skills.
Hrs per week: _____________
The Safety Coordinator is appointed for a _____________________ Term
Signed: ____________________________________ Date: ______________________________
Other Roles within Tuam Celtic AFC
Committee Roles
Vice Chairperson: The Vice Chairperson acts as an assistant to the Chairperson and fills in their duties when he/she is unable to complete and tasks or responsibilities. The Vice Chairperson or the Chairperson can also fulfil the role of the Designates Liaison Person. The Vice Chairperson submits our home results to the GFA. It is ideal if the Vice Chairperson has previous experience as the Chairperson.
Assistant Secretary: Assist the secretary and manage a significant workload
Club Mark Officer: Ensure the best practice in the governance, management and administration of a football club.
Academy Coordinator (Boys): The coordinator for the academies attends coaching sessions and matches regularly to firstly coach kids and secondly ensure that coaches are implementing the player development plan, that best practices are being followed and that the coaches code of conduct and guidelines are being adhered too. Additionally, they arrange the coaches to specific groups and take a lead on volunteer recruitment for the academies.
Academy Coordinator (Girls): Same as above
Non-Committee Roles
Grounds persons: Look after the clubs’ grounds to the best of their ability. Should always be friendly and helpful as they are often dealing with the public and should represent the club in a positive manner.
Trustees: Ensure all major decisions regarding the club’s future are made with the best interest of the club and its members in mind