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{"ID":2124,"SpaceID":28,"PageID":516,"HasCommentsThread":false,"SeoTags":{"OpenGraphTags":[{"ID":"og:title","Name":"Volunteer role descriptions"},{"ID":"og:type","Name":"website"},{"ID":"og:url","Name":"https://www.southlondonharriers.org/Cms/Spaces/CO/Volunteer+role+descriptions"}],"NonOpenGraphTags":[]},"Path":"Volunteer+role+descriptions","Title":"Volunteer role descriptions","Author":{"ID":2,"Name":"Mary James","CompanyName":null},"Version":11,"IsDraft":false,"IsOldVersion":false,"PublicationDate":"11/10/2022 10:17","VersionDescription":"v11 - Mary James","HideHeader":false,"IsFullWidth":false,"ThemeCode":null,"BackgroundColour":null,"Blocks":[{"Columns":[{"Width":12,"WidthClasses":"col-md-12","Elements":[{"ID":2011,"Type":"HTML","Content":"\u003ch3\u003eExecutive committee roles\u003c/h3\u003e\n\u003cp\u003e\u003cem\u003eThe\u0026nbsp;Executive Committee is\u0026nbsp;responsible for the overall management of the Club\u003c/em\u003e\u003c/p\u003e\n\u003cp\u003e\u003ca href=\u0022#president\u0022\u003ePresident\u003c/a\u003e\u003c/p\u003e\n\u003cp\u003e\u003ca href=\u0022#chair\u0022\u003eChairperson\u003c/a\u003e\u003c/p\u003e\n\u003cp\u003e\u003ca href=\u0022#treasurer\u0022\u003eTreasurer\u003c/a\u003e\u003c/p\u003e\n\u003cp\u003e\u003ca href=\u0022#secretary\u0022\u003eSecretary\u003c/a\u003e\u003c/p\u003e\n\u003cp\u003e\u003ca href=\u0022#memsec\u0022\u003eMembership secretary\u003c/a\u003e\u003c/p\u003e\n\u003cp\u003e\u003ca href=\u0022#minutes\u0022\u003eMinutes secretary\u003c/a\u003e\u003c/p\u003e\n\u003cp\u003e\u003ca href=\u0022#gazette\u0022\u003eGazette editor\u003c/a\u003e\u003c/p\u003e\n\u003cp\u003e\u003ca href=\u0022#web\u0022\u003eWebsite manager\u003c/a\u003e\u003c/p\u003e\n\u003cp\u003e\u003ca href=\u0022#premises\u0022\u003ePremises manager \u003c/a\u003e\u003c/p\u003e\n\u003ch3\u003eGeneral committee roles\u003c/h3\u003e\n\u003cp\u003e\u003cem\u003eThe\u0026nbsp;General Committee is responsible for athletic and social pursuits of the Club.\u003c/em\u003e\u003c/p\u003e\n\u003cp\u003e\u003cem\u003eOfficers:\u0026nbsp;Exec Committee Members, Club Coaches, Kit Manager, Welfare Officer, Reps from Men’s XC/ Road running, Women’s XC / Road running, Track \u0026 Field, Young Athletes, Triathlon. Past Presidents \u0026 Vice Presidents\u003c/em\u003e.\u003c/p\u003e\n\u003cp\u003e\u003ca href=\u0022#welfare\u0022\u003eWelfare manager\u003c/a\u003e\u003c/p\u003e\n\u003cp\u003e\u003ca href=\u0022#kit\u0022\u003eClub kit manager\u003c/a\u003e\u003c/p\u003e\n\u003cp\u003e\u003ca href=\u0022#social\u0022\u003eSocial secretary \u003c/a\u003e\u003c/p\u003e\n\u003ch3\u003eOther roles\u003c/h3\u003e\n\u003cp\u003e\u003ca href=\u0022#junior\u0022\u003eJunior results editor\u003c/a\u003e\u003c/p\u003e\n\u003cp\u003e\u003ca href=\u0022#senior\u0022\u003eSenior results editor\u003c/a\u003e\u003c/p\u003e\n\u003cp\u003e\u003ca href=\u0022#officials\u0022\u003eAthletics officials\u003c/a\u003e\u003c/p\u003e\n\u003ch3\u003eRole descriptions\u003c/h3\u003e\n\u003cdiv id=\u0022president\u0022\u003e\n\u003ch4\u003ePresident\u003c/h4\u003e\n\u003cp\u003eThis is an honorary role. It is the highest honour the club can bestow. Members are proposed for election by the executive committee from the existing pool of vice presidents. The appointment is confirmed at the AGM.\u003c/p\u003e\u003c/div\u003e\n\u003cdiv id=\u0022chair\u0022\u003e\n\u003ch4\u003eChairperson\u003c/h4\u003e\n\u003cp\u003e[To follow]\u003c/p\u003e\u003c/div\u003e\n\u003cdiv id=\u0022treasurer\u0022\u003e\n\u003ch4\u003eTreasurer\u003c/h4\u003e\n\u003cp\u003eOverall responsibility for the smooth running of the club finances.\n\u003c/p\u003e\u003cul\u003e\u003cli\u003eMaintaining a cashbook to record all movements of monies in and out of the club’s bank accounts and reconciling this to produce end of year Income and Expenditure reports and Balance sheet to present to SLH members at the AGM.\u003c/li\u003e\u003cli\u003eRecording income and expenditure on the club’s membership database and producing various reports for the information of committee members, coaches and other interested parties.\u003c/li\u003e\u003cli\u003eChasing up members for unpaid subscriptions and other items.\u003c/li\u003e\u003cli\u003eObtaining authorisation of expenditure items in accordance with the club’s rules and constitution and ensuring these are paid in a timely manner.\u003c/li\u003e\u003c/ul\u003e\n\u003cp\u003e\u003c/p\u003e\n\u003c/div\u003e\n\u003cdiv id=\u0022secretary\u0022\u003e\n\u003ch4\u003eSecretary\u003c/h4\u003e\n\u003cp\u003eThe primary role of the Club Secretary is to provide administrative support to the Chairperson. Much of the hands-on administrative effort is undertaken by other club officers and volunteers, but responsibility for ensuring the overall, well-run club administration lies with the Secretary. The SLH Club Secretary sits on the Executive Committee and attends General Committee meetings.\u003c/p\u003e\n\u003ch5\u003e\u003cem\u003eKey Responsibilities\u003c/em\u003e\u003c/h5\u003e\n\u003cul\u003e\u003cli\u003eFirst point of contact for enquires to SLH, and first point of contact for members to raise issues to the Executive and General Committees. \u003c/li\u003e\u003cli\u003eThe central point for club correspondence. Liaise with outside organisations; receive, process, and distribute information to other club officers and members as appropriate.\u003c/li\u003e\u003cli\u003eKey contact for athletics governing bodies (England Athletics, South of England Athletic Association, Surrey County AA etc). Ensure affiliation is renewed as required.\u003c/li\u003e\u003cli\u003eEnsure insurance is up to date and relevant. \u003c/li\u003e\u003cli\u003ePlan club meetings with the Chairperson and agree agendas with all club officers. \u003c/li\u003e\u003cli\u003eCirculate details of meetings (time, location, agenda etc.) to committee / club members.\u003c/li\u003e\u003cli\u003eEnsure meetings adhere to procedures of the club constitution.\u003c/li\u003e\u003cli\u003eFollow up with relevant parties on key actions arising from meetings. \u003c/li\u003e\u003cli\u003eMaintain up to date records and reference files. \u003c/li\u003e\u003cli\u003eManage the club grievance and disciplinary process as set out in the Club Constitution as and when issues arise. \u003c/li\u003e\u003cli\u003e(Along with the Chairman and Treasurer), represent the Club on the Track Coulsdon Executive Committee. Hold a copy of the Track User Agreement with Woodcote High School. \u003c/li\u003e\u003cli\u003eTake responsibility for personal conflicts of interest and declare, record, and manage these appropriately. \u003c/li\u003e\u003cli\u003eArrange handover or succession planning for the Club Secretary role.\u003c/li\u003e\u003c/ul\u003e\n\u003ch5\u003e\u003cem\u003eFor the SLH Executive Committee meetings (held quarterly)\u003c/em\u003e\u003c/h5\u003e\n\u003cul\u003e\u003cli\u003eDistribute notice of meeting and outline agenda to Executive Committee members 2-3 weeks in advance of meeting date, with a request for any other suggested agenda items, and for an update report from those unable to attend the meeting. \u003c/li\u003e\u003cli\u003eDistribute agenda and any relevant supporting information 1-2 weeks before meeting.\u003c/li\u003e\u003cli\u003eAttend meeting, take hardcopy of previous meeting minutes for sign off by the Chairperson. \u003c/li\u003e\u003c/ul\u003e\n\u003ch5\u003e\u003cem\u003eFor the SLH General Committee meetings (held quarterly)\u003c/em\u003e\u003c/h5\u003e\n\u003cul\u003e\u003cli\u003eDistribute notice of meeting and outline agenda to General Committee members 2-3 weeks in advance of meeting date, with request for any other suggested agenda items, and an update report from those unable to attend the meeting. \u003c/li\u003e\u003cli\u003eDistribute agenda and any relevant supporting information 1-2 weeks before meeting.\u003c/li\u003e\u003cli\u003eAttend meeting, take hardcopy of previous meeting minutes for sign off by the Chairperson. \u003c/li\u003e\u003c/ul\u003e\n\u003ch5\u003e\u003cem\u003eFor the SLH Annual General Meeting (usually held in November, within 3 months of the end of the Club’s financial year)\u003c/em\u003e\u003c/h5\u003e\n\u003cul\u003e\u003cli\u003eAgree venue, date and time of the AGM with the Executive Committee by the end of August\u003c/li\u003e\u003cli\u003eEnsure agreed venue, date and time of the AGM is posted on the SLH website and/or included in the SLH Gazette at least 45 days in advance of the meeting. Include a request for any proposed changes to the Constitution and Rule Book to be given to the Club Secretary at least 28 days before the meeting, and any nominations for candidates for committee roles to be given to the Club Secretary at least 21 days before the meeting. \u003c/li\u003e\u003cli\u003eContact all Executive Committee and General Committee members and request their contributions for inclusion in the “Report of the Executive” 4 weeks before the meeting\u003c/li\u003e\u003cli\u003eAgree items for AGM with Executive Committee 2-3 weeks before the meeting [confirm nominations for Executive Committee and proposed Vice Presidents; confirm names of Account Examiners and Trustees to be elected]\u003c/li\u003e\u003cli\u003eSend Notice of meeting c/w names of members proposed for election and to Media Manager for posting on the SLH website 2 weeks before the meeting\u003c/li\u003e\u003cli\u003eCompile the “Report of the Executive”\u003c/li\u003e\u003cli\u003eAttend meeting, take hardcopy of previous meeting minutes for sign off by the Chairperson, and deliver “Report of the Executive”\u003c/li\u003e\u003c/ul\u003e\n\u003c/div\u003e\n\u003cdiv id=\u0022memsec\u0022\u003e\n\u003ch4\u003eMembership secretary\u003c/h4\u003e\n\u003cp\u003e[To follow]\u003c/p\u003e\u003c/div\u003e\n\u003cdiv id=\u0022minutes\u0022\u003e\n\u003ch4\u003eMinutes secretary\u003c/h4\u003e\n\u003cp\u003eTaking and recording an accurate record of the minutes of all SLH Committee meetings. Highlighting action points and seeking approval from the President and the Chairman of the draft minutes. Circulating formal minutes to all relevant attendees within a week of the meeting. To attend all SLH Committee meetings, contribute to discussions, assist with ad hoc tasks, participate in making collective decisions and work with other committee members for the benefit of the Club.\u003c/p\u003e\u003c/div\u003e\n\u003cdiv id=\u0022gazette\u0022\u003e\n\u003ch4\u003eGazette editor\u003c/h4\u003e\n\u003cp\u003eThe main responsibility is to ensure the publication of the SLH gazette’s two editions every year – one in May, the other in October. This involves:\u003c/p\u003e\n\u003cul\u003e\u003cli\u003eplan the content for each edition, together with the gazette team of volunteers\u003c/li\u003e\u003cli\u003eshare the plan with Dean O’Hara, who does the layout design and printing\u003c/li\u003e\u003cli\u003eensure that every planned article has someone assigned to it (to write it)\u003c/li\u003e\u003cli\u003echase writers for articles / photos /results as the deadlines approach \u003c/li\u003e\u003cli\u003eedit articles as needed\u003c/li\u003e\u003cli\u003esend articles and photos to Dean O’Hara as they’re finished so he has a steady flow of content to put in the proof \u003c/li\u003e\u003cli\u003eshare the laid-out page of an article with the writer so they can have a final read \u003c/li\u003e\u003cli\u003eonce complete, share the proof with the gazette editorial team for their feedback / edits and inform Richard Carter (responsible for distribution) of likely date for receiving the hard copies so that he can organise distribution\u003c/li\u003e\u003cli\u003eshare edits with Dean O’Hara\u003c/li\u003e\u003cli\u003egive the final proof one final read and give the green light to go to print\u003c/li\u003e\u003c/ul\u003e\n\u003cp\u003eThe role would appeal to anyone with (or a desire for) editorial experience. Strong organisational skills, an awareness of what’s happening in the club and an ability to get on well with club members are all helpful. \u003c/p\u003e\u003c/div\u003e\n\u003cdiv id=\u0022web\u0022\u003e\n\u003ch4\u003eWebsite manager\u003c/h4\u003e\n\u003cp\u003e[To follow]\u003c/p\u003e\u003c/div\u003e\n\u003cdiv id=\u0022premises\u0022\u003e\n\u003ch4\u003ePremises manager\u003c/h4\u003e\n\u003cp\u003e[To follow]\u003c/p\u003e\u003c/div\u003e\n\u003cdiv id=\u0022welfare\u0022\u003e\n\u003ch4\u003eWelfare officer\u003c/h4\u003e\n\u003cp\u003e[To follow]\u003c/p\u003e\u003c/div\u003e\n\u003cdiv id=\u0022kit\u0022\u003e\n\u003ch4\u003eClub kit manager\u003c/h4\u003e\n\u003cp\u003eThe club kit manager is responsible for everything related to club kit. This includes stock-taking, ordering kit from suppliers and distributing orders from members.\u003c/p\u003e\u003c/div\u003e\n\u003cdiv id=\u0022social\u0022\u003e\n\u003ch4\u003eSocial secretary\u003c/h4\u003e\n\u003cp\u003eThe social secretary is responsible for organising, publicising and promoting a calendar of social events for the club. It would appeal to someone who enjoys organising and socialising.\u003c/p\u003e\u003c/div\u003e\n\u003cdiv id=\u0022junior\u0022\u003e\n\u003ch4\u003eJunior results editor\u003c/h4\u003e\n\u003cp\u003eThis is a gazette role and involves compiling the junior results section of the SLH gazette, which is published twice a year (May and October). The volunteer role ensures that the club’s young athletes have as much visibility as our senior athletes. \u003c/p\u003e\n\u003cp\u003eThe role involves monitoring the young athletes’ results throughout each season; these can be found on websites, including those of athletics clubs, race organisers and Power of 10. For the May edition, it is predominantly cross-country; for the October edition, it is predominantly track \u0026 field.\u003c/p\u003e\n\u003cp\u003eThe results need to be compiled in a Word document (or similar electronic format), listing the event, the position of each SLH young athlete, their name and their result. The results then need to be emailed to the gazette editor and the gazette designer by April (for the May edition) and September (for the October edition). Examples from previous editions can be provided; they can also be seen in previous gazette editions e.g. from p. 24 in the October 2021 gazette. \u003c/p\u003e\n\u003cp\u003eThe role would appeal to someone involved with the young athletes’ competitions, potentially a coach, parent, athletics official or one of the older young athletes.\u003c/p\u003e\n\u003cp\u003eN.B. The senior results are not the responsibility of the person holding this role as these are managed separately by the senior results editor. \u003c/p\u003e\u003c/div\u003e\n\u003cdiv id=\u0022senior\u0022\u003e\n\u003ch4\u003eSenior results editor\u003c/h4\u003e\n\u003cp\u003eThis is a gazette role and involves compiling the senior results section of the SLH gazette, which is published twice a year (May and October).\u003c/p\u003e\n\u003cp\u003eThe volunteer role involves monitoring the senior athletes’ results throughout each season; these can be found on websites, including athletics clubs, race organisers and Powerof10. For the May edition, it is predominantly cross-country; for the October edition, it is predominantly track \u0026 field and road running.\u003c/p\u003e\n\u003cp\u003eThe results need to be compiled in a Word document (or similar electronic format), listing the event, the position of each SLH athlete, their name and their result. The results then need to be emailed to the gazette editor and the gazette designer by April (for the May edition) and September (for the October edition). Examples from previous editions can be provided. \u003c/p\u003e\u003c/div\u003e\n\u003cdiv id=\u0022officials\u0022\u003e\n\u003ch4\u003eAthletics officials\u003c/h4\u003e\n\u003cp\u003eAthletics officials are roles such as timekeeper, field judge and track judge. These opportunities are open to all club members. The club would support you on your journey, which would include structured qualifications, practical competition experiences and ongoing development opportunities. \u003c/p\u003e\n\u003cp\u003eAs England Athletics says “Officials truly are the beating heart of athletics and running and at the heart of all the action.” As well as an opportunity for you, it would be a way to help your club, which needs to provide qualified officials at events. \u003c/p\u003e\n\u003cp\u003eAt SLH, we are particularly in need of more Level 2 qualified officials. If you’d like to find out more, please have a look at the England Athletics website or have a chat with one of our track and field officers (all listed on p.2 of each SLH gazette).\u003c/p\u003e\u003c/div\u003e","ContentConfig":{"Caption":null,"Icon":null,"IconColour":null,"CaptionColour":null,"UnderlineColour":null,"TextColour":null,"FontSize":null,"LineHeight":null,"BottomMargin":0,"PaddingLeft":"10px","PaddingTop":"10px","PaddingRight":"10px","PaddingBottom":"10px","PhoneVisible":true,"TabletVisible":true,"DesktopVisible":true},"ComponentCode":null,"ComponentError":null,"BottomMargin":0,"PaddingLeft":"10px","PaddingTop":"10px","PaddingRight":"10px","PaddingBottom":"10px","ResponsiveClasses":"","Background":{"Colour":null,"ImageURL":null,"Filter":null,"IsParallax":false,"Image":"","Tint":""},"ImageConfig":{"ImageURL":null,"ObjectFit":"contain","ImageHeight":null,"FrameStyle":null,"BorderRadius":null,"AltText":null,"LinkURL":null,"BottomMargin":0,"PaddingLeft":"10px","PaddingTop":"10px","PaddingRight":"10px","PaddingBottom":"10px","PhoneVisible":true,"TabletVisible":true,"DesktopVisible":true}}]}],"ColumnSpacing":0,"BottomMargin":0,"TopPadding":0,"IsFullWidth":false,"IsBackgroundFullWidth":false,"Background":{"Colour":null,"ImageURL":null,"Filter":null,"IsParallax":false,"Image":"","Tint":""}}],"PageURL":"https://www.southlondonharriers.org/Cms/Spaces/CO/Volunteer+role+descriptions?version=11","AllVersions":[],"Comments":[],"UpdatedComments":[],"Spaces":[],"IsWatching":false,"LastViewTime":null,"CanEdit":false,"CanPublish":false,"CanCopy":false,"CanCreateTemplate":false,"CanComment":false,"CanReadComments":false,"CanModerateComments":false,"CanLike":false,"CanWatch":false}
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