Roles & Responsibilities

Chair

  • Timetable committee meetings for year (liaise with committee regarding most suitable dates)
  • Chair committee meetings
  • Ensure minutes are kept of each meeting and agendas are followed
  • Arrange AGM date
  • Ensure notice of AGM is circulated in line with constitution
  • Prepare Chairman’s report for AGM
  • Ensure all correspondence is handled
  • Ensure relevant O.H.A. meetings are attended and reports received by main committee
  • Ensure all club sections are performing – liaise regularly with section chairs
  • Ensure all others on the committee carry out their respective responsibilities
  • Liaise with Umpiring Officer, Section Chairs, and respective Fixture Secretary (Youth Development Officer in the case of Youth teams) on any disciplinary matters relating to individual players or incidents, in line with constitution
  • Represent the Club as necessary on any committees or at any meeting
  • Ensure smooth running of Club, pro-actively addressing any issues that might arise.
  • Work to recruit, recognise, reward and retain those who volunteer for and on behalf of the club
  • Provide access to coach, official, volunteer opportunities for club members
  • Ensure that the Club’s “Club First” qualification is maintained and renewed
  • Ensure Volunteer recruitment and training is included in the club development plan
  • Develop, maintain and take responsibility for driving forward club development plan, including timetabling, allocating roles & responsibilities and monitoring progress

Suggested Training: Attendance on a Running Sport Club for All, Valuing your Sports Volunteers, Making the most of your people and/or the role of the Volunteer Coordinator workshops

Vice Chair
  • Deputise for Chair as and when appropriate
  • To have specific responsibility for particular area of club as defined by chair and general committee (e.g. responsibility for club development)
  • Develop club plan, both short term and long term with associated actions
  • Ensure recruitment and training is included in the club development plan
  • Maintain and take responsibility for driving forward club development plan, including timetabling, allocating roles & responsibilities and monitoring progress. Items for consideration could include: Different ways to play, new pitch opportunities, introduction of new roles into the club, partnership arrangements, member feedback on club direction

Suggested Training: Attendance on a Running Sport Club for All, Valuing your Sports Volunteers, Making the most of your people and/or the role of the Volunteer Coordinator workshops

Treasurer
  • Be responsible for all club finances
  • Advise and report to committee on all matters financial
  • Prepare a set of audited accounts for presentation to AGM year, with associated commentary
  • Prepare annual budget and make recommendations for annual subscription rates and weekly match fees for season ahead
  • Maintain all financial paperwork including cash books etc.
  • Monitor receipt of all funds including match fees etc
  • Receive, validate and arrange payment of all bills
  • Ensure that club has public liability insurance
  • Pay affiliation fees as appropriate
  • Provide financial status report to each committee meeting
  • Facilitate sourcing of match and training balls for season
  • Facilitate search for club sponsorship (in conjunction with junior section)
Membership Secretary
  • Ensure collection of annual subscriptions, maintaining records of those paid (including addresses etc), and providing regular updates to committee, and captains.
  • Advise captains of all paid members contact details including emergency contact details
  • Advise Committee of unpaid members so appropriate action can be taken in line with constitution
  • Undertake England Hockey annual affiliation process
Section Chairs (representing Men’s & Ladies’)
  • To manage the section and report to the General Committee
  • To be responsible for all matters that relate to the section on behalf of the club.
  • To plan the goals, objectives and activities of the section for the season.
  • To drive section policy.
  • Facilitate arrangement of additional friendly fixtures (if required)
  • Determine training requirements for the section, provide coaches and send pitch requirements to pitch manager
  • Decide whether or not to enter any cup competitions
  • To ensure good communication within the section to and from members.
  • Chair captains’ meetings.
  • Define responsibilities of rest of committee (following profiles of Club Captain and deputy can be varied according to need of section provided all responsibilities are covered)
Section Club Captains (representing Men’s & Ladies’)
  • To equally represent all members of the club and be known to them.
  • To be their voice on issues that may affect them.
  • To remain impartial on discussions affecting members.
  • To be first point of contact for new/possible new members.
  • To avoid/minimise loss of players from the club.
  • Attend captains’ meetings.
  • Oversee selection process so that policy is fairly and consistently applied.
  • Oversee training and coaches so that all members get relevant training/time on pitch.
  • Liaise with youth section to provide coaches and also aid in integration of youth to senior sides.
  • Deputise for Chair when appropriate
Section Vice Club Captains (representing Men’s & Ladies’)
  • Work effectively with the other section representatives (Chair, Vice chair and Club Captain)
  • In conjunction with other section representatives to equally represent all members of the club and be known to them.
  • Assist in chairing captains and other section meetings.
  • Assist with implementation of selection policy
  • To be allocated a specific set of teams and captains and focus on these.
  • With these sides:
    • To be their voice on issues that may affect them.
    • To remain impartial on discussions affecting members.
    • To be first point of contact for new/possible new members.
    • To avoid/minimise loss of players from the club.
    • Oversee selection process so that policy is fairly and consistently applied.
    • Ensure that selection issues between captains are resolved
    • Provide support for captains
    • Assist with the smooth integration of youth to senior sides.
    • Deputise for club captain as and when appropriate
Pitch Manager
  • Gather details of all home fixtures
  • Follow detailed guidance on team priorities and pitches block booked (See separate document)
  • Gather requirements for training sessions during season and block book
  • Establish dates upon which pitches are surplus to requirements or needed – and advise Treasurer of bookings made.
  • Publish list of allocations advise captains and get captains agreement.
  • Place on website
  • Publish on fixtures live
  • During season manage requests for additional pitches and cancellations
  • Monitor pitch cancelations due to poor weather, advise supplier and treasurer – and book any
    replacement pitches required
Social Secretary
  • Draw up annual social plan, for agreement by committee.
  • Liaise with Treasurer regarding financing (aim is to achieve “break-even” over the year)
  • Organise the Annual Dinner and Dance
  • Organise Xmas social
  • Organise presentations, including a vote to determine ‘player of the year’
  • Organise regular club events
  • Organise other social events, as appropriate.
  • Report to the main committee regarding all matters social
Kit Manager
  • Manage all elements of club clothing kit, including new designs and proactive liaison with sellers  and suppliers.
Communications Secretary
  • Issue press releases associated with the club and liaise with the media
  • Facilitate delivery of weekly match reports to the press
  • Produce a newsletter as and when required – at least twice a year
  • Produce all publicity for recruitment etc. on behalf of the club, and distribute
  • Report to the main committee regarding all matters social and media
  • Ensure that there is effective communication between all parts of the club
Umpire Liaison Officer/Disciplinary officer
  • Role is required by Oxon HA
  • Be responsible for all aspects of discipline within the club.
  • Investigate, where appropriate all incidents providing reports to relevant bodies and
    recommending appropriate actions for agreement, and monitoring effective completion of
    agreed actions
  • Hold occasional umpires meetings’ to disseminate information.
  • Circulate umpiring information to players, coaches and umpires
  • Arrange umpiring courses
  • Educate the number of players (as specified in Club Development plan) to umpiring level 1 and encourage others to improve their grading each year
  • Liaise with OUA and BHUA
  • Report to committee on all matters associated with umpiring
  • Liaise with respective fixtures secretary (Youth Development Officer in the case of youth section), Team Captain and the Chairman on any disciplinary matters relating to individual players / incidents, in line with constitution
Representative from Junior Section
  • Ensure effective communication between both sections
  • Ensure effective development of youth section members into senior section players as defined in both youth and senior development plans
Welfare Officer
  • Assist the club to fulfil its responsibilities to safeguard children and young people.
  • Assist the club to implement the child welfare section (including training) of the development plan.
  • To be the first point of contact for staff, volunteers, parents and children/young people where
    concerns about children’s welfare, poor practice or child abuse are identified.
  • Ensure all those who need to undergo DBS checks do
  • Organise first aid courses for those deemed appropriate
  • Be the first point of contact with the England Hockey’s Child Welfare Officer.
  • Implement England Hockey’s reporting and recording procedures.
  • Maintain contact details for local social services, police and the Area Child Protection Committee.
  • Promote England Hockey’s best practice guidance/code of ethics & behaviour within the club and anti-discriminatory practice.
  • Ensure confidentiality is maintained.

Suggested Training: The Club Welfare Officer is expected to have knowledge of the following:
Knowledge of the ENGLAND HOCKEY’s ‘Proud to Protect’ Child Welfare Policy & Procedures
Knowledge of core legislation, government guidance and national framework for child protection
Basic knowledge of roles and responsibilities of local statutory agencies  (social services, police and Area Child Protection Committees).
ENGLAND HOCKEY’s and the club’s role and responsibilities to safeguard the welfare of children and young people and the boundaries of the club welfare officer role
Awareness of equalities issues and child protection.

Webmaster
  • To update and improve the club’s website by liaising with the necessary personnel from with the club
  • Ensure season’s fixtures and pitches are on website
  • Update fixtures, results and match reports
  • Identify all appropriate club news and add to website
  • Be creative in identifying potential areas of improvements to website
Team Captain
  • Select a team of at least 11 players each week plus an umpire (except where there are
    appointed umpires).
  • Confirm details to any appointed umpires prior to each match
  • Provide a match ball for all home games.
  • Advise opposition of location and timings of home games in accordance with league rules and
    agree umpiring arrangements also ensure no colour clashes
  • Ensure First Aid kit is present at each game.
  • Adopt club selection policy and meet with other captains to discuss selection each week.
  • Communicate any relevant information to players as directed by the committee or other.
  • Nominate a vice captain who will be responsible for team finances (match fees, annual
    subscriptions, Dinner/Dance tickets…..).
  • Report to the main committee via captains representative on all matters concerning the team.
  • In the case of the first team captains, submit a match report to the press each week (liaise
    with Communications Officer).
  • Maintain records of who played where and when.
  • Inform the League Secretary of the score following each home match where necessary.
  • Inform players, umpires and tea supplier in the event of cancellation.
  • Inform opposing Captain in the event of home cancellation.
  • Provide teas for visiting teams (this will normally be delegated, possibly in rotation)
  • Liaise with Umpiring Officer, respective Fixture Secretary and Chairman in respect to any
    disciplinary matter relating to individual players or incidents, in line with constitution.
    Pass match fees and subscriptions to Treasurer together with team lists (may be delegated to
    vice captain).
  • Follow England Hockey child protection guidelines
  • Complete incident report if and when required.

Note: all captains, bar vets need to be DBS checked via England Hockey