Secretary Responsibilities
Coordinating communication with parents, leaders and the committee:
- Organisation of regular committee meetings (six times a year)
- Taking and distributing the minutes.
- Following up on actions from the meetings.
Coordinates all junior communications including a weekly email sharing:
- Sessions in the coming week.
- Upcoming races and events.
- Request for Leaders and Coaches in the coming week:
- LiRF/Parent Helper – Monday evening
- U12’s : 1 x Coach, 2-3 x Ass. Coach/Coach; O12’s: 3-5 LiRFs – Wednesday evening
- Request for Parent Helpers in the coming week
- 2 Welfare Roles at the start of the Wednesday session
- 2 Welfare Roles at the start of the Wednesday session
Membership Secretary Responsibilities
The membership secretary is the first point of contact for information when someone wishes to join the club through the try-a-session form. Once the form has been received, the prospective junior will be:
- Registered on England Athletics as social member – including the details for 2 emergency contacts.
- Added to the Master Spreadsheet, including the date of first session and notification of the Event Director for that session.
The prospective junior is welcome to attend 3 sessions free-of-charge, which will be monitored by the membership secretary who will then:
- Send the membership form and welfare packet (welcome document) to the parents/guardians of the junior.
- Ensure sign-up and payment.
- Transfer England Athletics’ membership to competitive if over 11 (all juniors remain social members until their 12th birthday).
Every half-term, the membership secretary will review attendance and email parents of juniors who haven’t attended a single session to check:
- Is everything ok?
- Does the child have an injury?
- What are the junior’s intentions are going forwards?
Injured juniors and juniors intending to return, will remain on the spreadsheet.
Juniors who no longer wish to take part will be moved to Absent Junior on spreadsheet.
(Do we need information about the annual cycle of renewing membership?)
12 & Over Head Coach – Paul O’Mara
The O12 Head Coach oversees all the training for juniors aged 12 and over.
- Monday night: sessions are an easy run on the quayside of 20-40 minutes
- Wednesday night sessions are interval sessions aiming at improving juniors’ speed and endurance. Sessions tapered for each group based on fitness and ability.
Sessions are planned for each term, with the weekly sessions shared with leaders and coaches at the start of the term. The juniors will receive the coming week’s session via the weekly email.
Additionally, the O12 Head Coach organises teams for relays for U13, U15, U17 and U20
Under 12 Head Coach – Paul Colver
The U12 Head Coach oversees all the training for juniors aged under 12.
- Wednesday night sessions are ..
Sessions are planned for each term, with the weekly sessions shared with leaders and coaches at the start of the term. The juniors will receive the coming week’s session via the weekly email.
Additionally, the U12 Head Coach organises teams for relays for U11.
Welfare Officer
The Welfare role ensures we are fulfilling the welfare requirements of our juniors.
Throughout the year this entails:
- Ensuring all leader and coaching qualifications are up to date.
- Monitoring the welfare of juniors taking part in senior sessions.
- Receiving and responding as required to all incidence and accidents.
- Moving juniors from under 12’s to over 12’s as needed, reviewed on a monthly basis.
- Writing risk assessments for races if needed.
On an annual basis this entails:
- Asking parents to review and update the emergency contact details for all juniors
- Ensuring all juniors have the details of two emergency contacts on the portal and following up with any missing.
- Reviewing all policy documents and risk assessments
- Re-circulating our Junior Expectation document to all members
- Re-circulating our Leader Expectations document to all junior leaders and coaches.