Committees - Roles and Responsibilities

Structure of a club

A suitable structure is essential for any club to achieve success and continually develop. The introduction and implementation of a good committee is imperative as it ensures that not all work is left to one person but is managed and shared, ensuring more efficient running of the club.

 The best way to start this is to involve as many people as possible in the administration of the club. This will spread the workload out and avoid overburdening any individuals. The role of the club administration and management is to: 

  • Manage the operation and affairs of the club
  • Enhance the club’s activities by adopting proper policies and practices
  • Oversee correct usage of club resources
  • Implement a child safeguarding policy
  • Develop a health and safety statement and policy
  • To achieve success a club must have:

    • Proper structures
    • Good coaching
    • A positive opening and welcoming attitude by all
    • Effective leadership
    • Proper delegation
    • Good teamwork
    • Child centered and athlete focused environment
    • Correct financial management

Chairperson

 

JOB TITLE:

Chair Person

RESPONSIBLE TO:

The Club Executive Committee

SKILLS REQUIRED:

  • Enthusiastic
  • Well organised
  • Prepared to make a regular time commitment
  • Prepared to make instant decisions when necessary
  • Confident at some public speaking and keeping order during meetings.

MAIN DUTIES:

  1. Take responsibility for managing and leading the executive committee and the affairs of the club
  2. Oversee and guide all decisions taken by the executive committee and subcommittees
  3. In liaison with the Volunteer Co-ordinator, oversee the work of all officers
  4. In conjunction with the secretary, prepare and present the annual report
  5. Liaise with the secretary on the agenda for each meeting and approve the minutes before they are circulated
  6. Uphold and be completely familiar with the constitution, club rules, committee procedures and the NGB rules and regulations
  7. Liaise with the Treasurer to ensure that funds are spent properly and in the best interests of the club
  8. Help to prepare and submit any statutory documents that are required (e.g. VAT, grant aid reports)
  9. If unable to attend any committee meeting, a written report should be sent to the meeting and the Vice Chairman briefed on the agenda
  10. Plan ahead for the Club 
  11. Delegate tasks to Club members
  12. Uphold the mission, vision and values of Triathlon Ireland

Club Secretary

JOB TITLE:

Club Secretary

RESPONSIBLE TO:

The Club Executive Committee

SKILLS REQUIRED:

  • Enthusiastic
  • Well organised
  • Prepared to make a regular time commitment
  • Prepared to make instant decisions when necessary
  • Confident at some public speaking and keeping order during meetings.

 

Main Duties

 

  1. Being the first point of contact for all enquires 
  2. Attending meetings to represent the club/organisation e.g. Triathlon Ireland AGM, regional meetings, local development group meetings 
  3. Keeping up to date with sports initiatives by compiling and checking a list of useful websites regularly 
  4. Affiliating the club/organisation to the Triathlon Ireland
  5. Ensure members have registered with Triathlon Ireland and the club through the TI website
  6.  Dealing with correspondence 
  7. Organising the clubs/organisations Annual General Meeting (AGM) 
  8. Organising and attending all Executive Committee meetings 
  9. Taking and distributing minutes. Maintaining accurate records 
  10. Ensuring action points from meetings have been carried out 
  11. Organising special events 
  12. Supporting the club/organisation with funding applications 
  13. Collecting and analysing information from the members e.g. from an end of season feedback form or questionnaire

 

Club Treasurer

JOB TITLE:

Treasurer

RESPONSIBLE TO:

The Club Management Committee

SKILLS REQUIRED:

  • Well organised
  • Able to keep records
  • Confident about handling figures and money
  • Honest
  • Prepared to make a regular time commitment

 

MAIN DUTIES:

  1. Responsible for the club finances
  2. Deal efficiently and effectively with all invoices and bills
  3. Keep up to date records of all the financial transactions
  4. Ensure that funds are spent properly
  5. Issue receipts and record all money received
  6. Attend committee meetings and present the budget report
  7. Prepare the end of year accounts to present to the auditors
  8. In agreement with the committee plan the annual budget
  9. Monitor the budget throughout the year. 

Child and Vulnerable Adult Protection Officer

  

  • JOB TITLE:

  • Child Protection Officer

  • RESPONSIBLE TO:

  • The Club Executive Committee

  • SKILLS REQUIRED:

  • Approachable with friendly manner
  • Good listener
  • Well organised
  • Motivated
  • Prepared to pass on concerns to professional agencies when necessary

 

  1. Familiarise themselves with the safeguarding requirements for coaches as well as relevant legislation.
  2. Ensure their own training and vetting is up to date. 
  3. Keep a database of which coaches in their clubs are qualified to coach or supervise junior athletes.
  4. Aid in the safe recruitment of volunteers and coaches to work with club juniors.
  5. Be the voice of the juniors in the club so should make themselves known and accessible to the junior athletes.
  6. Responsible for storing the Form 11's confidentially for reference. 
  7. A qualified a childrens officer can sign off on the ID proofing for other members of the club
  8. Be consulted on all safeguarding issues including risk assessments for training sessions and events.
  9. Report to the main club committee at committee meetings regarding any junior issues, while maintaining necessary confidentiality.
  10. Report any safeguarding issues to the Designated Liaison Person so that they can be reported to TI and the Statutory authorities. The CO is also free to consult with TI and the statutory authorities. 

Club Women's Officer

JOB TITLE:

Club Women's Officer

RESPONSIBLE TO:

The Club Management Committee

SKILLS REQUIRED:

  • Well organised
  • Good communicator
  • Strong leadership skills
  • Motivated
  • Team driven

 

MAIN DUTIES:

  1. Help engage with female membership and develop strong links with Triathlon Ireland Women initiative in sport 
  2. Act as a point of contact for existing and new female club members
  3. Liaise and organise with Triathlon Ireland, Women’s training sessions, training groups and training days.
  4. Encouraging participation in the National Series/Super Series
  5. Work with your club and Triathlon Ireland Women’s Lead to overcome any barriers to participation in your community
  6. Ensure that the needs of female members are reflected through the activities of the club 
  7. Attend relevant training, conferences and conventions that are relevant to the remit of this position