Contact Form History Committee

President Alastair Spence

Chairman John Carling

Vice-Chairman Ruth Marshman

Secretary Jo Hine

Treasurer Nick Matthews

Competition Secretary Margaret Smith

Asst. Competition Secretary Jenny Foster

Membership Secretary Su Sealy

Chief Coach

Instructor/Small Pool Rep. Rebecca Smith

Club Captain Emma Philpot

Parent Representatives Keith Withers

Ann Cookson

Tamsin Burton

Maggie Dorsman

Welfare Officer Emma Legg

Swim 21 Officer Bethan Smith

Workforce Co-ordinator Sarah Cleary

Health & Safety Officer

Trophy Steward Vera Tomlin

Water Polo Chris Ducker

Press/Web Site Officer Michael Marshman

Job Descriptions

CHAIRPERSON

JOB TITLE: Chairperson

SKILLS REQUIRED:

· Enthusiastic, with a good knowledge of swimming.

· Well organised and efficient.

· Able to keep meetings under control

· Confident at public speaking.

· Prepared to give a regular time commitment.

· Prepared to make instant decisions when necessary.

MAIN DUTIES

1) To control the meetings of the committee.

2) Oversee decisions made by the management and sub committees.

3) Oversee the work of officers and other club personnel.

4) In conjunction with the Secretary present the annual report.

5) In conjunction with the Treasurer present the annual accounts

6) Consult with the Secretary on the content of the agenda and minutes of meetings.

1) Keep up to date on ASA laws, ASA SW rules and club constitution.

2) Ensure that statutory documents and other returns are filed on time.

3) Advise the Treasurer on the use and investment of club funds.

4) Attend meetings relevant to the post.

5) Report to the officers of the committee at the first opportunity of any instant decisions taken, and ensure that all policy decisions are ratified by the committee.

Time Commitment: 3 hours per week minimum

Signatures: Officer __________________________________Date:__________

Secretary _________________________________Date:__________

VICE CHAIRPERSON

JOB TITLE: Vice Chairperson

SKILLS REQUIRED:

· Enthusiastic, with a good knowledge of swimming.

· Well organised and efficient.

· Able to keep meetings under control when Chairperson is not present

· Confident at public speaking.

· Prepared to give a regular time commitment.

· Prepared to make instant decisions when necessary when Chairperson is not

present.

MAIN DUTIES:

1) Attend meetings relevant to the post

2) Assume responsibilities of Chairperson as set out in their job description when necessary.

Time commitment

Signatures: Officer ____________________________________Date__________

Chairperson_________________________________Date__________

SECRETARY

JOB TITLE: Secretary

SKILLS REQUIRED:

· Well organised and efficient

· Administration skills

· A sound knowledge of the club

MAIN DUTIES

1) Deal with the day to day running of the club including correspondence and telephone enquiries.

2) Call committee meetings, prepare agenda, take minutes and provide officers and committee with copies.

3) To call the Annual General Meeting, prepare the agenda and the annual report.

4) To call the occasional Special Meeting of committee, take minutes and provide officers with copies.

5) Attend meetings relevant to the post.

5) Ensure that pools are booked for all teaching and training sessions as well as all galas hosted by the club.

6) Book venues for Committee Meetings and AGM

Time Commitment: 1-3 Hours weekly

Signatures : Officer _________________________________________.Date_______

Chairperson _____________________________________.Date_______

TREASURER

JOB TITLE: Treasurer

SKILLS REQUIRED:

· Able to keep records

· Honest

· Confident about handling figures and money

MAIN DUTIES

1) Responsible for club finances.

2) Monitor the budget throughout the year.

3) Issue receipts and record all money received.

4) Plan the annual budget in agreement with the management committee

5) Collect and record annual subscriptions and fees

6) Ensure that funds are used appropriately.

7) Keep up to date records of all transactions.

8) Prepare end of year accounts and present to the auditor.

9) Ensure that bookings for all pools for teaching and training sessions are made as well as all galas hosted by the club, including, teaching group, championship galas as well as interclub and sponsored galas

Time Commitment: 2+ hours weekly

Signatures: Officer _____________________________________Date__________

Chairperson ________________________________Date:__________

JOB DESCRIPTION: COMPETITION SECRETARY

JOB TITLE: Competition Secretary

SKILLS REQUIRED:

· Well organised

· Communication Skills

· Administration Skills

MAIN DUTIES

1) Responsible for the compilation and management of the club 12 month’s gala fixtures (in conjunction with the Team Manager, Club Coach and swimming committee as appropriate).

2) Issue gala invitations for inter club galas and maintaining list of attendees, returning acceptance slips to other clubs.

3) Issue fixtures lists to all club officers, officials, swimmers and notice boards annually.

4) Liaising with club Secretary regarding the booking of pool for inter-club and championship gala dates.

5) Maintain list of officials and helpers.

6) Organising officials and helpers for internal club galas.

7) Order awards (medals, ribbons etc) for championship/sponsored galas.

8) Attend meetings relevant to the post.

9) Enter National, District, and County Championships.

10) Liaise with volunteer co-ordinator as to volunteer requirements.

11) Supervise the distribution of trophies, medals and ribbons at Club Championship galas.

12) Maintain and update swimmers’ times on ICT and personal records for distribution to swimmers for the upkeep of their log books.

13) To follow and promote the ASA Child Protection policy.

Time Commitment: Approx. 5 hours weekly

Signatures: Officer Date:

Chairperson Date:

JOB DESCRIPTION: ASSISTANT COMPETITION SECRETARY

JOB TITLE: Assistant Competition Secretary

SKILLS REQUIRED:

· Well organised

· Communication Skills

· Administration Skills

MAIN DUTIES

1) Apply for and enter swimmers for open meets

2) Be aware of the list for officials and helpers.

3) Organising officials and helpers for all club galas.

4) Liaise with volunteer co-ordinator as to volunteer requirements.

5) Book transport to away galas when necessary.

6) Work with appropriate coach to determine swimmer availability for galas

7) To follow and promote the ASA Child Protection policy.

Time Commitment: Approx.2 hours weekly

Signatures: Officer Date:

Chairperson Date:

CLUB HEAD COACH

JOB TITLE: Club Head Coach

RECOMMENDED QUALIFICATIONS:

· ASA Club Coach Certificate

· A first aid certificate would also be recommended

· Mandatory attendance on specified Child Protection, Equity & Coaching Disabled Performers courses.

SKILLS REQUIRED:

· Ability to motivate swimmers and volunteers

· Show an appropriate level of technical knowledge

· Good time management, ability to use time efficiently and effectively

MAIN DUTIES

1) Develop and update with the help of the coaches a rolling 12-month forward training programme for all of the squads.

2) Allocate water time to the squads after consultation with the club committee.

3) Allocate swimmers to squads after consultation with the club committee.

4) Ensure that you are well briefed about any special needs of the swimmers involved i.e. fitness levels, medical conditions, physical impairments or disabilities

5) Deliver the club’s coaching programme in conjunction with supporting Teaching and Coaching Team.

6) Encourage all coaches to obtain an ASA qualification.

7) Abide by all policies and codes as required by the club.

8) Liaise with the Team Manager and swimming committee to ensure that there are regular, appropriate, competitive opportunities for swimmers

9) Attend all appropriate competitions.

10) Ensure that training schedules are prepared for the squads.

11) Attend meetings relevant to the post

12) Ensure that all coaching qualifications are renewed and updated as and when required and a commitment to continual Professional Development

13) Attend to other such "general" duties associated with the post of Club Coach.

14) Be aware and understand the facility Emergency Action Plan and Normal Operating Procedures (EAP & NOP)

15) To follow and promote the ASA Child Protection policy

Time Commitment: 8 hours plus (excluding Gala’s and Competitions)

Signatures: Officer Date:

Chairperson _______________________________________Date ________

LEAD TEACHER – Small Pool

JOB TITLE: Lead Teacher – Small Pool

RECOMMENDED QUALIFICATIONS:

The Lead Teacher would normally hold an ASA Teachers Certificate.

MAIN DUTIES

1) The Lead Teacher will be a member of the appropriate Club Committees.

2) Co-ordinate the teaching programme e.g. utilise ASA National Plan for Teaching Swimming.

3) All teachers should be encouraged to obtain the ASA Teachers Certificates as a basic qualification.

4) To ensure that there is adequate provision for the teaching programme.

5) To control the ratio of pupils to teachers.

6) Be aware and understand the facility Emergency Action Plan and Normal Operating Procedures (EAP & NOP)

7) To follow and promote the ASA Child Protection policy

Time Commitment: 3 ½ hours plus

Signatures: Officer Date:

Chairperson Date:

CLUB CAPTAINS

JOB TITLE: Club Captain

SKILLS REQUIRED:

· Effective Communicator

· Enthusiastic.

· Motivated with Organisational Skills

MAIN DUTIES

1) Support and provide counseling for any swimmers who are struggling or feel they need to talk to someone about issues within the club - be it with the coaching, or between swimmers. This should be in confidence if the swimmer wishes it to be, or if there is action that can be taken, it should be handled appropriately.

2) Support the coach if any discipline issues arise in training and help to ensure that the code of conduct is adhered to by all swimmers.

3) Have a duty to present the views of the swimmers to the committee on any matters arising-they are the swimmers’ representative at committee meetings

4) Instigate and organise social events that would appeal to all members of the club.

5) Has a responsibility to attend galas - whether as a swimmer or in support of the team. Their conduct at all meets should be exemplary of the behaviour and attitude expected of BoA swimmers; supportive of all swimmers, whether they be from BoA or other clubs, encouraging towards swimmers to perform in light of the competitiveness at these events, and competing with good sportsmanship.

Signatures: Officer Date:

Chairperson Date:

PARENT REPRESENTATIVE

JOB TITLE: Parent Representative

SKILLS REQUIRED:

· Effective Communicator

· Enthusiastic.

MAIN DUTIES

1) Act as a contact point for all other Parent members.

2) Raise points brought to them by parents at committee meetings.

3) Report back to Parents the outcome of committee meetings.

4) Assist Social Secretary with social events when required.

Time Commitment: 1 hour a week

Signatures: Officer Date:

Chairperson Date:

WELFARE OFFICER

JOB TITLE: Welfare Officer.

SKILLS REQUIRED:

· Good listener.

· Approachable

MAIN DUTIES:

6) To maintain, administer and manage the completion of the CRB check forms.

7) To be aware of the child protection policies and procedures of the ASA and to receive all updating information of a CP nature from the ASA and ensure any recommendations made are integrated into club policy.

8) To ensure that the ASA Child Protection Policy and Procedure is followed by the club and that Child Protection is a standing item on the committee agenda.

9) To ensure Swimline is promoted by a notice on the club notice board.

10) Ensure that all possible Child Protection concerns of an urgent nature are referred to the appropriate agency immediately and all concerns (urgent or non urgent) are notified to the ASA Legal Affairs Department within 3 days.

11) To raise awareness of good child protection practice with the club officials, coaches and teachers, members and parents of members.

12) To attend at least one Child Protection workshop held by the County Welfare Officer each year.

13) Administer the Criminal Records Bureau paperwork i.e. disclosure application forms.

Time Commitment

Signatures: Officer Date:

Chairperson Date:

swim 21 liaison officer

JOB TITLE: Swim21 Liaison Officer

MAIN DUTIES

1) To liaise with the appropriate Regional Development Officer, Local Authority Sports Development Officer, Swim 21 Club Committee and Club members.

2) To organise and oversee the audit and action planning stages of the Swim 21 process within the club.

3) To keep the Club updated on their progress through the Swim 21 process.

4) To ensure that Club members are informed of Swim 21 courses and seminars.

5) To liaise with the Treasurer and Management Committee with regard to funding the implementation of the Club’s Swim 21 Action Plan.

6) To follow and promote the ASA Child Protection policy

Time Commitment: 1Hour a week

Signatures: Officer Date:

Chairperson Date:

WORKFORCE CO-ORDINATOR

JOB TITLE: Workforce Co-ordinator

SKILLS REQUIRED:

· Approachable and Good Listener

· Confident and Effective Communicator

· Tactful and Discreet

· Well-organised and able to delegate

· Enthusiastic and a good motivator

MAIN DUTIES

1) Act as the main contact for all volunteers.

2) Get to know all club volunteers and potential volunteers by name.

3) Ensure that all jobs have a job description.

4) Supervise and oversee all volunteers

5) Liaise with the Chairperson to ensure that all tasks required to run the club efficiently are carried out.

6) Co -ordinate the implementation of the volunteer recruitment plan

7) Liaise with the Coaches and Competition S

8) ecretary as to their course and volunteer requirements (or other similar positions within the club)

9) Issue Volunteer packs to all volunteers.

10) Organise Social and Recruitment events for volunteers.

10) Organise or signpost courses, seminars and workshops relevant to positions.

11) Organise and implement taster sessions to encourage potential volunteers.

12) Liaise with the Treasurer on the use of club funds

13) Liaise closely with the welfare officer to ensure that each volunteer is aware of ASA Child Protection Policy and Procedures

Time Commitment: 1 hour a week

Signatures: Officer Date:

Chairperson Date:

HEALTH AND SAFETY OFFICER

JOB TITLE: Health and Safety Officer

SKILLS REQUIRED:

· Motivated with Organisational Skills

· Effective Communicator

· Administration skills

MAIN DUTIES

1) Liaise with Education Officer and Volunteer Co-ordinator regarding initial Lifeguard Training

2) Liaise with Lifeguard Trainer to keep qualifications updated

3) Organise a Lifeguard rota.

4) Assess risks where needed.

5) To follow and promote the ASA Child Protection policy

Time Commitment: 1 hour a week

Signatures: Officer Date:

Chairperson Date:

TROPHY STEWARD

JOB TITLE: Trophy Steward

SKILLS REQUIRED:

· Motivated with Organisational Skills

· Effective Communicator

MAIN DUTIES JOINT RESPONSIBILITY

1) Be available for attendance at NPTS assessment and presentation evenings.

2) Be available for attendance at Distance Awards evenings.

3) Distribute in consultation with Junior Squad Coach, Club Coach and Team Manager ASA Skills Awards.

4) Collect club championship trophies for engraving

Time Commitment: 1 hour weekly

Signatures: Officer ____________________________________Date__________

Chairperson_________________________________Date__________

MEDIA OFFICER

JOB TITLE: Media Officer

SKILLS REQUIRED:

· Enthusiastic

· Well Organised

MAIN DUTIES

1) To promote and publicise, in a positive way, all aspects of the Club

2) Assist with the production of articles for newsletters with regards to all sections within the club as and when appropriate information is available.

3) Liaise with Swim 21 Co-ordinator.

4) Contact Local Newspapers through reporters and photographers with regard to any news items that promote the club and its members.

5) To follow and promote the ASA Child Protection policy.

Time Commitment: 1 Hour weekly

Signatures: Officer Date

Chairperson Date

COACH

JOB TITLE: Coach

RECOMMENDED QUALIFICATIONS

· ASA Club Coach Certificate

· A first aid certificate would also be recommended

· Mandatory attendance on specified Child Protection, Equity & Coaching Disabled Performers courses.

SKILLS REQUIRED:

· Good time management, ability to use time efficiently and effectively.

· Show an appropriate level of technical knowledge.

· Ability to motivate performers and communicate effectively.

MAIN DUTIES

1) Consult with the Club/Junior Squad Coach about the main aims of the session.

2) Plan and deliver coaching sessions appropriate to the ability of the participants.

3) Attend all competitive events with those swimmers with whose coaching you assist.

4) Be aware and understand the facility Emergency Action Plan and Normal Operating Procedures (EAP & NOP)

5) Ensure that you are well briefed about any special needs of the swimmers involved i.e.: fitness levels, medical conditions, physical impairments or disabilities

6) To follow and promote the ASA Child Protection policy

7) Ensure that all coaching qualifications are renewed and updated as and when required.

8) Be prepared to attend galas and competitive events at a level above that which you assist.

9) Assist at all home galas and competitive events.

10) Attend meetings and seminars as and when required

11) Adhere to all squad policies.

Time Commitment: 5 hours plus

Signatures: Officer Date:

Chairperson Date: ___

JUNIOR SQUAD COACH

JOB TITLE: Junior Squad Coach

SKILLS REQUIRED:

· Ability to motivate swimmers.

· Communicate effectively.

· Have appropriate level of knowledge/ qualification.

MAIN DUTIES

1) Organise sessions for junior squads

2) Plan and deliver coaching sessions appropriate to the junior swimmers

3) Ensure that you are made aware of special needs of the swimmers i.e. any medical conditions, physical impairments and fitness levels.

4) Make swimmers aware of their progress.

5) Abide by and promote all club policies.

5) Be aware of injury reporting procedures.

7) Provide support to assistant coaches

8) Be prepared to update qualifications as and when necessary

9) Member of swimming and management committee

10) To follow and promote the ASA Child Protection policy

Time Commitment: 10 hours plus, per week excluding attendance at Galas

Signatures: Officer Date:

Chairperson Date:

SWIMMING TEACHER

JOB TITLE: Teacher

RECOMMENDED QUALIFICATIONS

· ASA Teacher’s Certificate

· A first aid certificate would also be recommended

SKILLS REQUIRED:

· Sound organisational skills.

· Ability to motivate swimmers.

· Patience.

· Ability to communicate with effectiveness.

MAIN DUTIES

1) To work with a group of swimmers to help them achieve the aims required, to the Club’s agreed lesson plans e.g. ASA National Plan for Teaching Swimming.

2) Keep an up to date register of all swimmers attending each session.

3) Make a note of details of any particular need of an individual swimmer.

4) Ensure that you can access emergency contact details for all swimmers in your group.

5) Abide by all policies and codes as required by the club.

6) Ensure that you have copies of injury report forms available at all times.

7) Ensure that all qualifications are renewed and updated as and when required.

8) Commitment to continual Professional Development

9) Abide by all policies and codes as required by the club.

10) Be aware and understand the facility Emergency Action Plan and Normal Operating Procedures (EAP & NOP)

11) To follow and promote the ASA Child Protection policy

Time Commitment: 3 hours plus

Signatures: Officer Date:

Chairperson _________ ______________________ ______Date: _____

TEAM MANAGER

JOB TITLE: Team Manager

SKILLS REQUIRED:

· Motivated with organisational skills

· Effective communicator

· Administration skills

MAIN DUTIES:

1. Ensure that arrangements have been made for the transport of teams to galas.

2. Ensure that the team is taken to the appropriate venue.

3. Ensure that swimmers report in good time for each event.

4. Ensure that team behaviour is controlled.

5. Submit results to press and notice boards.

6. Promote team spirit.

7. Act as delegate to competitive meetings.

8. To follow and promote the ASA Child Protection policy

Time Commitment: average 2 hours per week

Signatures:

Officer ________________________________________________Date: ___________

Volunteer Coordinator ____________________________________Date:____________

MEMBERSHIP SECRETARY

JOB TITLE: Membership Secretary

SKILLS REQUIRED:

· Administration

· Tact and Discretion

MAIN DUTIES

1) Record all members names, addresses, D.O.B etc

2) Forward any medical conditions to relevant teachers.

3) Keep the waiting list up to date and liaise with Lead Teacher for spaces in classes.

4) ASA registration Officer

4) To follow and promote the ASA Child Protection policy

Time Commitment: 2 hours a week

Signatures: Officer Date:

Chairperson Date:

DISABILITY LIAISON OFFICER

Job Title: Disability Liaison Officer

MAIN DUTIES

1) To liaise with the County Disability Liaison Officer.

2) To attend a disability awareness course, Sport Coach UK’s “Working with Disabled Sports People”.

3) To arrange disability awareness training for club volunteers, teachers and coaches.

4) To identify any additional training needs within the Club in relation to providing opportunities for disabled people.

5) To ensure that any disabled swimming members are aware of the competitive swimming opportunities available to them, both within and external to the ASA.

6) To compile a list and contact details of local disability sports organisations.

7) To develop links with local disability swimming clubs and disability sports organisations.

8) To promote positively opportunities for disabled people through Club publicity materials.

9) To follow and promote the ASA Child Protection policy

Time Commitment: 1-2 hours weekly

Signatures: Officer Date:

Chairperson ___________________________________Date: ____________

SCHOOLS LIAISON OFFICER

JOB TITLE: Schools Liaison Officer

SKILLS REQUIRED:

· Well organised

· Motivated

· Confident & effective communicator

MAIN DUTIES

1) Source, establish and develop sustainable links with local schools

2) Manage and promote club links with identified schools

3) Liaise with Development Officer, Club Coach and Lead teacher to organise Taster/Come and Try sessions.

4) Invite pupils to attend specific taster/come and try sessions

5) Communicate delivery of taster sessions to schools

6) Liaise with LA, Schools/Community SDOs, Schools’ Sports Coordinators & Partnership Swimming Development Officer.

7) Attend LA and Partnership Swimming Festivals

8) Attend meetings relevant to the post of Schools Liaison Officer

9) Distribute information as required to Schools

10) Arrange for Pupils/Teachers/Parents & Guardians to visit the Club

Time Commitment: 1-2 hour weekly

Signatures : Officer______________________________________ Date___________

Chairperson_________________________________ Date____________

ASA REGISTRATION OFFICER

JOB TITLE: ASA Registration Officer

SKILLS REQUIRED:

· Motivated with Organisational Skills

· Effective Communicator

· Administration skills

· Tact and Discretion

MAIN DUTIES

1) Record all members names, addresses, D.O.B etc

2) Maintain and update ASA membership list as and when required (including resignations and multi-claim memberships)

3) Registers all asthmatics with ASA.

4) Liaise with Club Membership Secretary with regards to new members

5) To follow and promote the ASA Child Protection policy

Time Commitment: 1 hour a week

Signatures: Officer Date:

Chairperson Date:

SOCIAL SECRETARY

JOB TITLE: Social Secretary

SKILLS REQUIRED:

· Effective Communicator

· Enthusiastic.

· Motivated with Organisational Skills

MAIN DUTIES

1) Form a sub committee if and when required.

2) Instigate and organise social events that would appeal to all members of the Club.

3) Liaise with Competition Secretary to ensure no double bookings.

4) Endeavour to organise events that self fund, fundraise or liaise with Treasurer to ensure funding.

Time Commitment: 1 hour a week

Signatures: Officer Date:

Chairperson Date: