Aldershot and Fleet RUFC

Club Job Descriptions

Responsibilities of assistant coach

As assistant coach you assist the lead coach and as part of a team responsible for the planning and implementing of your age groups seasons training, individual sessions, their health and safety (including emergency procedures) and the organisation of the group for home and away fixtures.

Rather than the lead coach attempting all this on their own, it is important that you as a group with your lead coach identify and organise yourselves effectively as well as making the best use of the parents and helpers around you.

As assistant coaches you should work under the lead coach’s supervision, and should be involved as much as possible to assist with the training sessions and their planning. Working together with the lead coach and the CCC to develop your own coaching through practical experience, internal coaching clinic’s and coach education CPD events.

A lot of time and effort has gone into the organising of the kit room, please make every effort to ensure that the bags and the pads are put back correctly and it is left tidy by your age group.

Assistant Registration Manager–

Shall help maintain the club’s database and Rugby First to ensure that all records are current. The ARF shall help prepare player rosters, medical reports and other such reports as may be necessary. The AFM shall liaise with the Registration Manager to ensure that all registration information is maintained and current. The AFM shall also input and manage information on the senior membership as and when it is made available. All information shall be maintained in accordance with the Data Protection Act and relevant EU normative and directives.

Club Coaching Coordinator (CCC):-

To recruit, develop and manage coaches within the club, to provide "A better standard of quality coaching and enjoyable developing rugby for all". Following the coaches development plan to ensure that all the age groups and girls are properly covered and coached in an appropriate way to the clubs “style” of developing rugby, and that they are properly represented at club meetings.

Specifically attending cluster CCC meetings, being a conduit from and too the RFU for coach education and the sharing of information about coaching, best practice, courses and seminars. The organisation and running of coaching courses, internal coaching meetings and coaching clinics to aid individual development, including helping to prepare coaches for formal qualifications.

Club Ref Coordinator (CRC):-

To recruit, develop and manage referees within the club, to provide quality refereeing across the various age groups of the club for matches and training.

To be a conduit from and too the Referee society and the RFU for ref education and the sharing of information about refereeing, best practice, courses and seminars, including supporting volunteers personal development through advice and helping to prepare refs for formal qualifications.

Child Protection Officer –

Shall keep up to date on the latest child protection policy from the RFU, Hampshire RFU and other local and national sources. The current Child Protection Policy shall be reviewed on an annual basis and recommendations for changes shall be brought to the attention of the Junior Chairmen for presentation to, and ratification by, the Executive Committee.

The CPO shall attend Child Safety and other, related, seminars as necessary. The CPO shall investigate and document any instances of abuse or suspected abuse and pass the relevant information onto the Junior Chairmen Team, Hampshire RFU, RFU and local authorities. The CPO shall lead child protection workshops throughout the season to ensure that all coaches and managers are kept up to date on child protection issues.

First aiders

Each age group should have a least one first aider and first aid cover for each session. First aiders should ensure you have a complete first aid kit, restocking it when needed through the club. Working with the manager and lead coach the team should be made aware of any relevant pre-existing conditions and allergies, within your group and any appropriate actions needed.

They should be aware of the emergency procedure, the location of the gate keys and lead first aiders. In the event of an incident they should report this to the lead coach and lead first aiders, who if appropriate pass the details on to the committee and details be entered into the accident book.

Responsibilities of lead coach

As lead coach you lead a team responsible for the planning and implementing of your age groups seasons training, individual sessions, their health and safety (including emergency procedures) and the organisation of the group for home and away fixtures.

Rather than attempting all this on your own, it is important that you identify and organise your team and make the best use of the parents and helpers around you.

Key members of this team and of the most help and importance to you are a manager and a first aider. Assistant coaches are also very useful assets and with supervision, should be involved as much as possible to assist you in your training sessions and their planning, as well as to develop their own coaching.

If at any stage you are unable to attend a session it is your responsibility to ideally arrange cover yourselves or let the CCC know with as much notice as possible.

A lot of time and effort has gone into the organising of the kit room, please make every effort to ensure that the bags and the pads are put back correctly and it is left tidy by your age group.

Managers

It is the manager’s role to try and take some of the admin pressure off the lead coach. This role is defined in consultation with the lead coach, but usually involves taking registers at training sessions and contact details of all the players within the age group. These details should be available and passed on to the committee on request.

Ideally they should aid the registration officer with his role, by initially taking registration details at the beginning of the season, and details of new players as the join through out the season. These contact details are extremely important as they are often the only accurate details we have as a club and last minute changes are common. It is therefore important that everybody is informed to avoid unfortunate omissions. This contact with the players and their parents, with the help of the lead coach and others, is also often a part of the manager’s role.

NB. The manager should control and hold all relevant medical information for the players and ensure he/she has a working mobile phone in case of accidents or the need for first aid.

Responsibilities of Managers

Encourage all parents to attend matches and training sessions and to accept responsibility for ensuring their child's safety.
Ensure that an appropriate first aid kit (volunteers shall not attempt to treat injuries unless qualified to do so) is on hand at all activities.
Ensure that any injury or suspected abuse is recorded in accordance with the Club’s policy on Child Protection and Medical policy.
Ensure that playing children and their parents are notified of their selection for matches, triangulars and festivals.
Ensure that all children wishing to train are registered with the club.
Liaise with the Mini or Youth Chairmen as appropriate, to ensure that the Club’s database is kept up to date.
Take attendance at all training sessions.
Notify players and parents of any changes to the published fixtures during the season.
Provide match reports and photographs to the Club’s website in a timely manner.

Medical Officer–

Shall assist in assessing any injuries to junior players during matches and shall organise and administer first aid courses to parent volunteers on an annual basis. The MO shall annually review the contents of the age group first aid kits with the Coaching Co-ordinator to ensure that they are appropriate.

PR and Advertising –

Build relationships with the local press, other publications and associated media (including the internet), to advertise the clubs existence and recruitment strategies.
The production and inputting of any press reports on matches and any news worthy stories.
Organise the production of flyers and other advertising media.
Plan and implement advertising and recruitment strategies to publicise the club to the local community as well as further a field.

Registration Manager–

Shall oversee the annual registration of all returning members in the junior rugby programmes to ensure that membership fees are paid and accurate information is held. The RM shall prepare the forms for the registration of new players with the RFU and shall monitor the RFU process to ensure that it is concluded in a timely manner. The RM shall liaise with the Database Manager to ensure a smooth flow of information to and from the database.

Treasurer–

Shall maintain accurate records of the income and expenditure of the junior rugby programmes. The Hon Treasurer shall assist in the preparation of budgets, monitor expenditure and assist in the preparation of grant applications.

Volunteer Coordinator –

Whose role is to work with the chairmen and committee members to identify bite sized roles and job descriptions for volunteers to assist with the running of the club and to recruit and organize these volunteers and sub committees accordingly. Their role would include organizing events that involve the potential helpers and parents, allowing them to talk to the current volunteers in a social atmosphere, where they can ask questions and be encouraged to become involved or by simply walking round the touch lines and pressing the flesh.

Websites Manager –

To manage, maintain and keep up to date the clubs main website.
To add any photos, match reports or news items on request.
Make any changes thought necessary to maintain the professional appearance of the clubs websites.
To also ensure the clubs RFU’s “Rugby first” webpage is also up to date with the correct information.
keep up the maintenance and payment for any domain names etc.

Youth Fixtures Secretary –

Shall arrange for the fixtures for the upcoming season if possible no later than 1st January of the preceding season. The YFS shall reconfirm the match with the opposition club(s) no later than two weeks prior to a match, triangular, festival or joint training session. The FS shall finally reconfirm the event on the Thursday immediately preceding the Sunday. The FS shall maintain accurate records of all clubs against which Aldershot and Fleet has competed and is responsible for writing thank you letters the hosts of all youth festivals to which Aldershot and Fleet have been invited.

About the Role
Role Title: / Mini / midi Secretary
Responsible to: / Mini / midi & whole Club Committee / Chairperson
Main Purpose of the Role: / To act as principle administrative officer for the Mini / midi club and act as first point of contact for general correspondence.
Duties: /

Attend Mini / midi club committee meetings & whole club meetings when requested
Arrange a suitable venue for Mini / midi committee meetings and inform other Mini / midi committee members of arrangements.
Type agendas and minutes from Mini / midi club committee meetings.
Duplicate and distribute the minutes to all Mini / midi & whole club members.
Give due notice in writing of Mini / midi AGM’s and EGM’s.
To represent the Mini / midi club at other appropriate meetings.
Assist the Mini / midi chairperson in preparing an annual report for the AGM.
To be the first point of contact for the Mini / midi club and disseminate information as appropriate.

Estimated Time Commitment: / 12 x 2 hour meetings a year plus dealing with correspondence received
Other Information
Essential Qualifications / Skills / Knowledge required: / Good all round communication skills
Computer Literate with access to a computer. Access to e-mail would be of benefit but is not essential
Well Organised
Administrative Skills
Expenses Paid / Expenses paid for postage and for stationary and for telephone expenses
Screen necessary / CRB Check required
Training Available
About the Role
Role Title: / Junior Chairperson
Responsible to: / Club Management Committee and the Junior section of the club
Main Purpose of the Role: / To ensure an efficient, well managed club is maintained with a focus on the Junior section
Duties: /

To chair all meetings of the Junior committee and guide members through the agenda.
Set agenda of all junior committee meetings.
To represent the junior club at other appropriate meetings especially the whole club meetings
Provide leadership for the junior club, taking decisions as required in consultation with the whole club committee.
Ensure that all meetings and other work undertaken throughout the junior club are necessary and carried out effectively.
Prepare and present an annual report to the AGM for the junior section.
Lead the junior clubs disciplinary committee.
Authorise expenses / club expenditure, via the club treasure
To provide support / guidance to junior club members where appropriate.
To represent the junior club when required at social events and functions

Meetings to attend: / Junior and club Committee meetings
Estimated Time Commitment: / 2 hours per week
Other Information
Essential Qualifications / Skills / Knowledge required: / management and leadership skills
The ability to make decisions
Good communication skills
The ability to delegate
Screen necessary / CRB check required
Training / None required
About the Role
Role Title: / Junior Chairperson
Responsible to: / Club Management Committee and the Junior section of the club
Main Purpose of the Role: / To ensure an efficient, well managed club is maintained with a focus on the Junior section
Duties: /

To chair all meetings of the Junior committee and guide members through the agenda.
Set agenda of all junior committee meetings.
To represent the junior club at other appropriate meetings especially the whole club meetings
Provide leadership for the junior club, taking decisions as required in consultation with the whole club committee.
Ensure that all meetings and other work undertaken throughout the junior club are necessary and carried out effectively.
Prepare and present an annual report to the AGM for the junior section.
Lead the junior clubs disciplinary committee.
Authorise expenses / club expenditure, via the club treasure
To provide support / guidance to junior club members where appropriate.
To represent the junior club when required at social events and functions

Meetings to attend: / Junior and club Committee meetings
Estimated Time Commitment: / 2 hours per week
Other Information
Essential Qualifications / Skills / Knowledge required: / management and leadership skills
The ability to make decisions
Good communication skills
The ability to delegate
Screen necessary / CRB check required
Training / None required
Team Manager
Responsible to: / Coaches and Parents of the relevant age group
Main Purpose of the Role: / To act as principle administrative point for the relevant age group.
Duties: / It is the manager’s role to try and take some of the admin pressure off the lead coach. This role is defined in consultation with the lead coach, but usually involves.

Taking attendance at all training sessions and contact details of all the players within the age group. (These contact details are extremely important as they are often the only accurate details we have as a club and last minute changes are common.)
Ideally they should aid the registration officer with his role, by initially taking registration details at the beginning of the season, and details of new players as the join through out the season.
These details and registers should be available and passed on to the committee on request.
Notify players and parents of any changes (often last minute) to training or the published fixtures during the season.
Ensure that playing children and their parents are notified of their selection for matches, triangular’s and festivals.
Encourage all parents to attend matches and training sessions and to accept responsibility for ensuring their child's safety.
Ensure that an appropriate first aid kit is on hand at all activities.
Liaise with the Registration Manager as appropriate, to ensure that the Club’s database is kept accurate.
To encourage parents to get more involved in the running of the club and to attend social and fundraising activities across all club age groups.
Help organise the production of match reports and photographs for the Club’s website and other publications.