Descriptions for the following club roles are set out below:

President
Chair
Vice-Chair
Honorary Secretary
Honorary Treasurer
Women's Representative
Junior's Representative
Club Captain
Mini & Junior Chair
Safeguarding Officer
RugbySafe Lead
Fixture Secretary
Discipline Secretary
Coach
Health & Safety Officer
Community Liaison Officer
Data Officer
Webmaster

1. President

The President is the figurehead of the club, representing it at internal and external functions.

Primary Responsibilities:

1. Act as the figurehead
Be the welcoming face of the club, set an example that influences the way the club is perceived and represent the club at internal and external functions. Contribute to the general standard of the club and provide an understanding of the ethos and codes of conduct required.

2. Provide advice and assistance
Provide advice and assistance to any of the officers of the committee as required. Act as a member of any sub-committee as requested.

2. Chair

To provide vision, leadership and business planning in both the immediate term and longer term to help develop all aspects of the club, from playing and team development to running the business and fundraising. Ensuring that support for succession planning is in place, for the benefit of all.

Primary Responsibilities:

1. Set season objectives
Provide leadership within the club, setting short term plans for the season being realistic about what the club can achieve.

2. Implement policies and strategies
Use the latest legislation and RFU guidance to ensure health, safety and welfare policies are implemented. Lead the development of the strategic plan and longer term objectives for the club.

3. Arrange and lead club meetings
Chair Management Committee meetings and Annual / Emergency General Meetings ensuring every member has the opportunity to express their opinion on relevant matters and ensure that decisions are made on issues where required.

4. Meet RFU obligations
Ensure through liaising with the Club Secretary, that the club is meeting its obligations to the RFU and local Constituent Body (CB).

5. Ensure club representation
Make sure the club is represented at the RFU AGM and local CB meetings.

3. Vice Chair

To support the Chair in the execution of their responsibilities and to stand in for the Chair in their absence.

Primary Responsibilities:

1. Supporting the Chair
To support the Chair in:

providing direction and leadership to the club, dealing with issues as and when they arise;
planning and delivery of Committee meetings;
preparing and presenting the annual report at the Annual General Meeting where appropriate;
ensuring the correct and smooth running of all aspects of the club in accordance with its rules, constitution and by-laws.

2. Standing in for the Chair

To stand in for the chair in the event that they are unable to execute their responsibilities as defined.

4. Honorary Secretary

To provide an efficient administration service to the club, ensuring the club functions smoothly and effectively and be the main communication link between internal and external stakeholders, including the Committee, sub-committees, club members and other clubs / leagues. To keep official information on player registration so that players are eligible for selection.

Primary Responsibilities:

1. Manage and maintain recording keeping
Manage all inbound and outbound correspondence; manage all legal and insurance matters, in conjunction with other relevant members.

2. Lead meeting organisation
Organise the Annual General Meeting, Management Committee and other club meetings, preparing agendas and paperwork, taking minutes and ensuring that a record of decisions is made. Distribution of the right paperwork to relevant individuals in the club.

3. Maintain communication with other bodies
Communicate any important matters between the RFU, local Constituent Body (CB) and leagues, demonstrating a thorough understanding of the rules of each respective body and provide all details as necessary to the RFU and the CB.

4. Manage player registration
Manage player registration using the Game Management System and maintain the list of players with effective registration and therefore eligible for selection.

5. Honorary Treasurer

To manage club finances, contribute to strategic business planning and review and recommend financial policies for the club to ensure that the finance work appropriately for the club.

Primary Responsibilities:

1. Lead on all financial matters
Plan and monitor a budget each year; prepare and present the accounts for the end of year financial report and keep the committee informed of any trends and issues.

2. Manage financial transactions, subscriptions and contracts
Prepare and submit any relevant statutory documents. Renew insurances annually and ensure the club has paid relevant affiliation fees. Collecting subscriptions and all other monies due to the club.

3. Monitor commercial activity
In conjunction with the Clubhouse Manager, monitor bar sales, facilities hire and catering performance. Deal with suppliers, coordinate timely payments and ensure that all appropriate documentation is obtained.

6. Women’s Representative

To ensure that the Club Management Committee and Women’s committees are working in tandem to develop the club, access funding and create a positive rugby environment.

Primary Responsibilities:

1. Information share
Represent the Women’s Committee at Club Management Committee meetings acting as a conduit between the two committees ensuring all relevant information is shared.

2. Strategic plan reporting
Provide updates on the Women’s Committee’s progress in delivering their strategic plan.

7. Junior Section Representative

To ensure that the Club Management Committee and Junior Committee are working in tandem to develop the club, access funding and create a positive environment for age grade rugby.

Primary Responsibilities:

1. Information share
Represent the Junior Committee at Club Management Committee meetings acting as a conduit between the two committees ensuring all relevant information is shared.

2. Strategic plan reporting
Provide updates on the Junior Committee’s progress in delivering their strategic plan.

8. Club Captain

To act as a role model at the club, acting as the link between players and club administration and in such a role represent the views of the players.

Primary Responsibilities:

1. Liaise between players and administration
Represent players at the Management Committee and Disciplinary Committee if required; ensure all players are aware of the Code of Conduct both on and off the field; inform the players of administrative arrangements and encourage players and other club members to get involved with voluntary work and social activities at the club.

2. Lead, advise and support the team
Be part of selection meetings, help the coach organise training and player development where appropriate, be the initial point of contact for new members, and lead, advise and support fellow teammates.

3. Wider club role
Be the face of the senior section for the mini / junior section. Encourage players to become assistant coaches on Sunday’s with younger players.

9. Mini & Junior Chair

Lead effective and efficient delivery of mini and junior rugby at the club.

Primary Responsibilities:

1. Lead the development of mini and junior rugby
Create and lead a team of people to deliver rugby for 3-18 year olds; arrange and chair Mini and Junior Committee meetings and ensure that Mini and Junior members are represented within the Main Committee and CB meetings.

2. Organise suitable playing and training opportunities
Work alongside other club officers to coordinate the running and playing of Mini and junior rugby training, games and tournaments in line with Age Grade Regulations.

3. Ensure all members are familiar with the core values of the game
Make sure players, coaches, volunteers and parents are familiar with the core values of the game.

4. Ensure off-field provisions are available to meet demand
Make sure the off-field requirements for Mini and Junior members are understood and work alongside other club officers to ensure they are delivered in an effective manner within budget.

10. Safeguarding Officer

To provide leadership in safeguarding children within the club, maintaining a supportive and positive environment in which children can play rugby safely and ensuring that members understand the RFU Codes of Conduct and Core Values.

Primary Responsibilities:

1. Develop and implement safeguarding policies and procedures
In conjunction with RFU guidance, develop safeguarding policies and procedures and arrange a training programme for club personnel working with young people, ensuring that a system of DBS checks are in place for anyone working with young people. Ensure that all parents of new mini and youth players receive and sign the relevant club policies and procedures. Ensure that any new information concerning the safeguarding of children is distributed.

2. Be aware of club and member specific information
Be aware of individual children’s special educational or medical needs and the need to inform appropriate club age-group coaches and/or managers; verify and confirm club accreditation information.

3. Ensure prompt and accurate reporting
Be the main point of contact between the club and the RFU in relation to safeguarding matters. Ensure that all safeguarding issues and incidents are reported promptly, liaising with local statutory agencies when necessary and ensure that first aid arrangements comply with RFU policies.

11. RugbySafe Lead

To take responsibility for ensuring that good practice is embedded across all areas of the club to support the promotion of a proactive approach to player welfare and safety.

Primary Responsibilities:

1. First aid / immediate care pitch-side provision
Review the club risk assessments and RFU’s recommended minimum levels of immediate care and / or first aid guidelines to identify what level of first aid / immediate care is required. Create a plan to ensure that every training session and match is covered by an appropriately qualified first aider / immediate care practitioner.

2. Training and equipment
Organise training to ensure all appointed first aiders are trained and up-to-date with an appropriate level of qualification in line with RFU guidelines. Manage the stocking and general maintenance of first aid supplies and equipment, making sure the first aid equipment and kits are suitable for the level / amount of activity and those trained to use it.

3. Emergency action plan
Along with other key personnel in the club, develop an Emergency Action Plan to ensure there is a clear process in the event of an incident / injury. Develop a process to ensure that these procedures are known and understood amongst appropriate individuals in the club.

4. Reporting
Ensure there is a process in place to keep records of player medical conditions, monitor injuries and report incidents / injuries as they happen in line with RFU regulations.

5. RugbySafe
Utilise the RFU’s RugbySafe scheme and guidelines (e.g. management of concussion) and work with other key personnel to support wider best practice. Ensure that all club volunteers and parents are aware of how to support player welfare.

12. Fixture Secretary

To take responsibility for organising league, cup and friendly matches for all of the adult male teams at the club and ensuring fixtures provide the right standard of rugby, reflecting the needs of the club.

Primary Responsibilities:

1. Coordination of fixtures
Propose a fixture list for all teams, reflecting the ambitions of the club, confirming the list in writing by August of each season.

2. Ensure information is distributed to relevant parties
Ensure that the relevant lists are supplied to the RFU, Referees Society and other agencies as required and pitch bookings are made with Lockleaze Sports Centre. Confirming the fixtures with opponents at least one week before the game and that they are provided with kick-off times, directions to the ground and details of changing facilities.

3. Recording of friendly fixtures and results
Ensure that friendly fixtures and results are recorded on the Game Management System (GMS) in a timely manner, at a minimum by the end of April.

4. Dealing with any unexpected problems that arise
Deal with match cancellations and finding new fixtures; handle any fixture queries throughout the season.

13. Discipline Secretary

To ensure the club maintains a high standard of discipline at all times, both on and off the field and preserve a fine reputation for compliance with the Core Values of the game.

Primary Responsibilities:

1. Lead on any disciplinary incidents
Deal with any on or off field disciplinary incidents by a member of the club, arranging and attending internal disciplinary hearings and taking responsibility for all investigations, working with the local Constituent Body (CB) and / or RFU. Coordinate with the Honorary Treasurer to ensure any fines are paid on time. Disciplinary incidents include violations of laws within the game, violations of the club constitution and will also extend to issues that pertain to the guiding principles of the club as a whole.

2. Implement education about the club rules
Working closely with the Safeguarding Officer to educate members about preventing potential safeguarding incidents and investigating any complaints that have been made. Work with the Mini / Junior Chair to implement Values of the Game education to new players and parents. Ensure that the Management Committee and members are kept informed of any changes to disciplinary regulations or procedures.

3. Report to the Management Committee, CB and RFU departments
Share relevant information and co-operate with the Management Committee, CB Discipline Secretary, CB Safeguarding Manager, RFU Discipline and Safeguarding departments when required.

4. Act in impartiality
The disciplinary secretary will appoint a disciplinary panel consisting of a chair and two panel members. The disciplinary secretary provides evidence and minutes any judgements, but will remain impartial to any decisions made.

14. Coach

To be responsible for training the team in preparation for matches, acting as a highly influential figure in players’ lives.

Primary Responsibilities:

1. Lead training sessions
Plan, deliver and review safe, engaging and effective training sessions; role model rugby’s Values and Codes of Conduct while developing individuals’ skills, confidence and fitness.

2. Adopt a player centred approach
Have a clear coaching and playing philosophy aligned to the wants and needs of every player within the bounds of the strategic plan as laid out by the Management Committee.

15. Health & Safety Officer

To ensure the club is a safe place for all members and visitors.

Primary Responsibilities:

1. Carry out risk assessments and oversee remediation activities
Ensure risk assessments are carried out and reasonable solutions are put in place to ensure the safety of members and visitors.

2. Lead on health and safety
Provide guidance for club events, identify health & safety training needs and ensure they are met. Manage contacts with external agencies where required.

16. Community Liaison Officer

To act as the conduit between the club and local communities and support the promotion of a positive club image within these communities and beyond.

Primary Responsibilities:

1. Understand the community
Liaise with the local community and understand what they want from the Club and how we can mutually benefit each other. Identify any commercial opportunities that may arise.

2. Major events notification
Ensure the local community are aware in advance of major events / works taking place at the Club so as to encourage their participation / limit the impact upon them.

3. Complaint handling
Be responsible for managing any complaints between the community and Club.

17. Data Officer

Act as the main contact at the club for the Game Management System (GMS); help to establish the needs of users of GMS within the club including training; ensure the system is being used appropriately and that information is kept up-to-date to help contribute to the
efficient running of the club.

Primary Responsibilities:

1. Main point of contact for the GMS
Work closely with GMS trainers, RFU Local Rugby Development Team and GMS helpdesk to ensure that new developments / upgrades are enacted and communicated to the appropriate people.

2. Compliance with data standards
Monitor user access permissions and privileges and ensure the requirements of GDPR are adhered to.

3. Training and updating users
Establish the needs of GMS users, providing basic training where required and ensuring they are kept up-to-date with system changes. Identifying Assistance Data Officer(s) to ensure the club always has someone who can keep data current.

18. Webmaster

To create and maintain a dynamic and easy to navigate website to showcase the club, ensuring that up-to-date information is presented attractively for visitors.

Primary Responsibilities:

1. Lead on website creation and maintenance
Create / update the website and design a navigation structure for players, opposition, coaches, volunteers, spectators, members, sponsors, media and other stakeholders. Ensure that there are regular updates to the news stories on the front page of the site and the fixtures and results sections.

2. Act as a point of contact for website content
Liaise with the Social Secretary and the Management Committee to publicise club events on the website and ensure that the site complies with the code of conduct and reflects the values of the game.

3. Maintain the commercial side of the website
Promote sponsors, where applicable, and manage any e-business transactions that occur on the website.

4. Policy management
Ensure that necessary policies (e.g. data privacy policy) are up-to-date based on current legislation and presented in such a way that they are accessible to all website visitors.

5. Troubleshooting
Act as the point of contact for any members with issues in registering for or using the club website.

Ashley Down Old Boys RFC

1. Overview