Committee

Below is a list of the Executive Committee job descriptions.



Role

To be responsible for the implementation of good practice and child protection policies within the club.

Skills

  • Approachable
  • Enthusiastic with a good knowledge of the sport and club
  • Well organised and able to delegate
  • Ability to control meetings
  • Confident at public speaking

Main Duties

  • To chair and control the meetings of the Executive committee
  • To be involved, where appropriate, in the coordination of club activities
  • Oversee decisions made by the management and sub committees
  • Oversee the work of officers and other club personnel
  • In conjunction with the secretary present the annual report
  • In conjunction with the treasurer present the annual accounts
  • Consult with the secretary on the content of the agenda and minutes of meetings
  • Keep up to date on ASA laws, regional rules and club constitution
  • Ensure that statutory documents and other returns are filed on time
  • Advise the treasurer on the use and investment of club funds
  • Report to the officers of the management committee at the first opportunity of any instant decisions taken, and ensure that all policy decisions are ratified by the management committee

Commitment

Dealing with issues as and when they arise plus club requirements i.e. events and club management meetings

Current Post Holder:

Karen Wolstencroft (Elected: November 2014 )

Role

To produce and manage club accounts and monitor finances

Skills

  • Some financial background and knowledge of producing accounts desirable
  • Knowledge of using and working with spreadsheets or other account systems
  • Reliable and honest

Main Duties

  • Responsible for all club finances
  • Monitor the budget throughout the year
  • Issue receipts and keep records of all monies received
  • Plan the annual budget in agreement with the management committee
  • Ensure that funds are used appropriately
  • Keep up to date records of all transactions
  • Prepare end of year accounts and present to the auditor and management committee

Commitment

Ongoing responsibility for club accounts

Current Post Holder:

Cathy Atkinson (Elected: November 2014)

Role

To ensure the smooth running of CoCSC administrative requirements

Skills

  • Administration skills desirable
  • Good working knowledge of Microsoft word and minute taking desirable
  • Good verbal and written skills
  • Well organised and efficient
  • Sound knowledge of the club

Main Duties

  • Deal with the day to day running of the club including all correspondence
  • To process and deliver appropriate forms and information to and from county, regional and national ASA departments
  • Call committee meetings and AGM, prepare agenda, take minutes and provide officers with copies
  • Book venues for Committee Meetings and AGM
  • Act as the main point of contact for your club for the county, regional and national ASA
  • Act as the main point of contact for CoCSC for the various league competitions the club takes part in

Commitment

Ongoing weekly responsibility including all club committee meetings

Current Post Holder:

Sian Hammond (Elected: March 2016)

Role

To be responsible for Officials training and organisation of Officials for open events. .

Skills

  • Approachable
  • Organised
  • Good communication
  • Database and office skills

Main Duties

  • To deal with all officials training enquiries
  • To process and register new trainees
  • To maintain records of trainees process
  • Recruit and organize officials for events, liaising with the meet promoter as needed.
  • To give an update report to the Executive Committee on a monthly basis

Commitment

Time needed varies dependant on events

Current Post Holder:

Mark Titman (Elected: November 2014)

Role

To be responsible for all issues regarding membership of the City of Cambridge Swimming Club.

Skills

  • Approachable
  • Good listener
  • Good communication
  • Tactful and discreet
  • Database and office skills

Main Duties

  • To deal with all membership enquiries
  • To ensure all new members complete appropriate documentation for membership of the club
  • To register new members with the ASA
  • To maintain the club database of membership details
  • To issue annual membership renewal letters to all members
  • To check each month that members are paying the correct squad / membership fees by reconciling the club bank statements with the club membership database
  • To receive swimming registers from coaches for reconciliation against the club database
  • To issue coaches with monthly squad lists giving emergency contact details and health issues for swimmers
  • To give a membership report to the Executive Committee on a monthly basis and the AGM on an annual basis
  • To liaise with coaches and parents on membership issues

Commitment

Dealing with membership issues as and when they arise.

Current Post Holder:

(Elected:)

Role

To be responsible for the implementation of good practice and child protection policies within the club

Skills

  • Approachable
  • Good listener
  • Good communication
  • Tactful and discreet

Main Duties

  • To ensure all possible child protection concerns (urgent and non-urgent) are dealt with following the ASA Child Protection Guidelines (Wavepower document)
  • To maintain, administer and manage the completion of the CRB check forms
  • To be aware of the child protection policies and procedures of the ASA and to receive all updates of this nature from the ASA
  • To ensure Swimline is promoted by the leaflet on the club notice board and website
  • To raise awareness of good child protection practice with the teachers and coaches through the ASA/Sports Coach UK Good Practice and Child Protection workshop.
  • To ensure volunteers (other than teachers and coaches) within the club are introduced to good child protection practice through the NSPCC module, Keeping Children Safe in Sport
  • To attend the ASA Time to Listen workshop

Commitment

Dealing with issues as and when they arise plus club requirements.

Current Post Holder:

Moira Middleton (Elected: November 2014)

Role

To play a key role with those working with disability athletes within City of Cambridge Swimming club

Skills

  • Well organised and efficient
  • Some knowledge of the club
  • An interest in disability swimming
  • Confident and effective communicator

Main Duties

  • To liaise with parents of disabled swimmers
  • To represent disability swimming on the Exec of the club
  • To engage with the local, regional and national disability swimming network
  • To arrange disability awareness training for club volunteers, teachers and coaches
  • To identify any additional training needs within the Club in relation to providing opportunities for disabled people
  • To ensure that any disabled swimming members are aware of the training and competitive swimming opportunities available to them, both within and external to the ASA
  • To promote positively opportunities for disabled people through club publicity materials
  • To follow and promote the ASA Child Protection policy

Commitment

Ongoing weekly responsibility

Current Post Holder:

VACANT

Role

Coordinate all trophy activity within the club

Skills

  • Well organised and efficient
  • Database skills
  • Business awareness
  • Confident and effective communicator

Main Duties

  • Coordinate purchase and distribution of medals and trophies at annual Club Championships
  • Liaise with Club Championship and Open Meet organisers on medal / trophy requirements
  • Organise medal / trophy presentation at Club Championships
  • Maintain a database of permanent club trophies and ensure recall when required.
  • Efficient stock control of medals / trophies and liaison with manufacturers / suppliers
  • Maintain trophy cabinet in good order
  • To follow and promote the ASA Child Protection policy.

Commitment

1 hour per week.

Current Post Holder:

VACANT

Role

To effectively organise and promote three short course Open meets per year as ASA Level 2 and Level 3 Licensed events

Skills

  • Well organised and efficient
  • Knowledge of the swimming community and swimming event organisation
  • Business awareness
  • IT/media publishing skills
  • Confident and effective communicator

Main Duties

  • Ensure Open meets run smoothly and safely
  • Ensure timely advanced licensing of events with ASA
  • Liaise with pool management to ensure timely booking of facilities and catering
  • Organise and generate high quality entry packs and distribute to club swimmers
  • Promote event by distributing entry pack to local Swim 21 clubs to ensure their inclusion and to a wide spread of other clubs to maximise entry
  • Liaise with Executive Committee, club membership and swimming community to ensure sufficient officials and helpers are available to run the meet smoothly and safely
  • Collect and collate all meet entries and liaise with Club Treasurer on meet finance
  • Generate high quality meet programmes and results information
  • Act as meet promoters and coordinators during the events
  • To follow and promote the ASA Child Protection policy.

Commitment

Variable 0 - 10 hours per week leading up to events.

Current Post Holder:

Kate Coleman (Elected November 2014)

Role

To Promote and Publicise, in a positive way all aspects of the Club

Skills

  • Well organised and efficient
  • Knowledge of the club
  • IT/media publishing skills
  • Confident and effective communicator

Main Duties

  • Ensure wide coverage of swimming club in local press
  • Produce informative and unbiased reports on swimming events / meets for Cambridge Evening News.
  • Produce informative and unbiased reports on swimming events / meets for club website.
  • Liaise with meet promoters, coaches and parents attending meets to collect results for publication.
  • Keep club noticeboard up to date with press cuttings.
  • To follow and promote the ASA Child Protection policy.

Commitment

Ongoing weekly responsibility

Current Post Holder:

VACANT

Role

  • Coordinate all Swim 21 activity within the club

Skills

  • Well organised and efficient
  • Database skills
  • Planning skills
  • Confident and effective communicator
  • Main Duties
  • To liaise with the appropriate Regional Development Officer, Local Authority Sports Development Officer, Swim 21 Stakeholders, Club Committee and Club members.
  • To organise and oversee the audit and action planning stages of the Swim 21 process within the club.
  • To keep the Club updated on their progress through the Swim 21 process.
  • To ensure that Club members are informed of Swim 21 courses and seminars.
  • To liaise with the Treasurer and Executive Committee with regard to funding the implementation of the Club's Swim 21 Action Plan.
  • To follow and promote the ASA Child Protection policy and ensure that it is a key focus of the club.

Commitment

2 hours per week

Current Post Holder:

(Elected: )

Role

  • Coordinate Workforce development within the club

Skills

  • Well organised and efficient
  • Database skills
  • Planning skills
  • Confident and effective communicator
  • Main Duties
  • Work with Membership Secretary to maintain database of volunteers / workforce
  • Database qualifications of workforce
  • Coordinate CPD for workforce
  • Liaise with ASA County and Regional Workforce Coordinators
  • Be point of contact for bookings for CPD Courses / Opportunities
  • Liaise closely with the Child Welfare Officer to ensure that each volunteer is aware of the Child Protection Policy and Procedures
  • Awareness of the Sport England Volunteers Investment Programme (VIP)
  • Ensure volunteers are directed to the ASA website for useful information on volunteering
  • To follow and promote the ASA Child Protection policy and ensure that it is a key focus of the club.

Commitment

1 hour per week.

Current Post Holder

(Elected: )

Role

  • Coordinate contact with local schools, colleges and further education establishments to promote competitive swimming with the club

Skills

  • Well organised and efficient
  • Database skills
  • Planning skills
  • Confident and effective communicator
  • Main Duties
  • Source, establish and develop sustainable links with local schools, colleges and further education establishments
  • Manage and promote club links with identified schools, colleges and further education establishments
  • Liaise with Club Coaches and schools, colleges and further education establishments to organise taster/come and try/talent identification sessions
  • Invite pupils/students to attend specific taster/come and try sessions
  • Communicate delivery of taster sessions to schools
  • Liaise with local schools, colleges and further education establishments, Sports/Swimming Development Officer, Schools Sports Coordinators & Active Sports Swimming Development Officer (where applicable)
  • Distribute information as required to Schools, colleges and further education establishments on club programmes
  • Advise on Work Experience Opportunities in swimming clubs when approached.
  • To follow and promote the ASA Child Protection policy and ensure that it is a key focus of the club.

Commitment

1 hours per week.

Current Post Holder

Admin Role Contact

Skills

  • Approachable
  • Organised
  • Good communication
  • Database and office skills

Main Duties

  • To deal with all volunteer training enquiries
  • To maintain records of volunteers
  • Recruit and organize volunteers for events, liaising with the meet promoter as needed.
  • To give an update report to the Executive Committee on a monthly basis

Commitment

Time needed varies dependant on events

Current Post Holder:

Catherine Pearson and Natalie Quinell. Elected: March 2016

Role

To Liaise with the committee on behalf of the Masters squad

Current Post Holder

Peter Rank. Elected: 2009

Current Post Holder

Role

  • To effectively organise and promote social events for the benefit of the club and its members

Skills

  • Well organised and efficient
  • Knowledge of local events / facilities
  • Business awareness
  • Confident and effective communicator
  • Main Duties
  • Ensure club social events run smoothly and safely
  • Organise event bookings and ticketing
  • Liaise with membership / committee to find out what sort of events they want
  • Receive post-event feedback
  • Liaise with coach's to find gaps in training schedule to accommodate social events
  • Promote events by use of Club Noticeboards, Website and E-mail lists
  • To follow and promote the ASA Child Protection policy.

Commitment

2 - 4 hours per month.

Current Post Holder

Vacant