Job title: Membership Secretary
THIS POSITION IS CURRENTLY FILLED
Accountable to: Club Committee
Additional requirements: DBS Check through TMBSC
Skills required: Administration, computing, book-keeping, organisation and
communication
Time commitment: Minimum 10 hours per week + attendance at meetings.
Main Duties:
- Provision of information and documents to new swimmers/members for joining the Club or Mini Mets.
- Maintaining swimmers/members, helpers, coaches and lifeguards records on the club’s SwimClubManager (SCM) system.
- Processing Swim England (SE) membership for swimmers/members, helpers and coaches on SE’s OMS system.
- Paying all fees due to SE for SE memberships and providing details to the Treasurer.
- Providing the Treasurer with annual membership subscription details for collection by direct debit in November each year.
- Processing annual club and SE memberships for swimmers/members, helpers, coaches and lifeguards.
- Paying annual renewal fees due to SE for SE memberships and providing details to the Treasurer.
- Preparing and updating all documentation relating to membership of the club and SE – e.g. Membership Forms, Codes of Conduct, Safeguarding Statement, Data Protection Statement, Complaints Procedure, Kit List, Training Timetable, Volunteer Form.
- Setting up and maintaining all the training groups and training times on SCM.
- Preparing, maintaining and distributing monthly Swimmer Spreadsheets (Mini Mets, Junior Squads, Masters and Masters Fitness) to all Coaches, the Club Treasurer and the Competition Secretary.
- Preparing and distributing a monthly Membership Report to Committee.
- Preparing and distributing an annual Membership Report to Committee followingmembership renewals.
- Liaising with the club’s DBS officer to ensure all helpers, coaches and lifeguards have current DBS certificates and maintaining records for the club.
- Liaising with helpers, coaches and lifeguards to ensure they have completed all necessary courses and maintaining records for the club.
- Preparing, maintaining and distributing monthly Helpers and Officials Spreadsheet to the Competition Secretary.
- Preparing, maintaining and distributing Coaches and Lifeguards Spreadsheet to the Head Coach and the Competition Secretary.
- Assisting the Secretary with the Swim Mark accreditation process.
- Ensuring that the Club achieves and maintains the standards required for Swim Mark accreditation.
- Ensuring that all data kept on swimmers/members, helpers, coaches and lifeguards of the club follows the requirements of the Data Protection Act.
- Following and promoting the Club’s Codes of Conduct.
- Following and promoting the SE Safeguarding Policy and Code of Ethics.
- Following and promoting the SE Photo Policy.
- Attending a minimum of 50% of Committee meetings per year.
- Attending at least one Personal Development Review every year with either the Club Chairman or Secretary
