CAMBOURNE EXILES RFC

Role Profiles

For information and guidance. All members are strongly encouraged to put their experience and skills to good use in the development of Cambourne Exiles RFC. Feel the benefits and rewards of taking an active role in your club!
Executive Committee
Chairman
Hon. Secretary
Hon. Treasurer
Fixtures Secretary

Mark Lisher
Neil Ingham
Mark Griffiths
Peter Simpson
Playing / Coaching
Captain
Vice Captain
Club Coaching Coodinator (CCC)
Coach

Dan Sundler
Bob Cox
Darren Macey
Darren Macey, Howard Smith, Peter Dreuitt
Youth Rugby
Youth Coordinator
Welfare Officer

Keith Robinson
Keith Robinson
Other Positions
Advertising Officer
County Representative
First Aid Officer
First Aiders
Press Secretary
Recruitment Officer
Social Secretary
Sponsorship Secretary
Volunteer Coordinator
Website Coordinator

Ben Yeats
Neil Ingham
Mark Griffiths
Howard Smith, Neil Ingham, Andy Nichols
Ben Yeats
Darren Macey
Ben Yeats
Bob Cox
Neil Ingham
Neil Ingham



CHAIRMAN
   [back to top]

Main purpose of role : There are two distinct functions of the chairperson, the executive role and the ambassador role. They are applicable in different instances. Actual duties involved Liaison with : Committee members & Club members

Responsible to : The Executive committee

Meetings to attend : Estimated time commitment : average 1 – 2 hours per week through the year

[back to top]



SECRETARY
   [back to top]

Main purpose of role : Responsible for the day-to-day business of the club

Actual duties involved :
  • Manage and ensure action on club correspondence including legal and insurance matters
  • Maintain records of all members and former members of the club.
  • Provide such club details as required by the RFU and CB
  • Ensure all relevant forms and publications are with the responsible officers and make the system available to members
  • Organise AGM, committee and club meetings.
  • Represent the club with the chairman on the CB committee.
  • Record disciplinary matters.
  • Attend such meetings and conventions as required by the executive committee.
  • Manage paid clerical support
Liaison with : All committee members, general public, Club members, rugby union student liaison officer, Local authority, other clubs, Rugby development officer, Rugby Football Union

Responsible to : The Executive committee

Meetings to attend :
  • Executive committee meetings
  • Annual general meeting if appropriate
  • County annual general meeting
  • RFU forums and meetings if appropriate
Estimated time commitment : Average 1–2 hours per week through the year

[back to top]



TREASURER
   [back to top]

Main purpose of role : To be responsible for the management of the rugby club committees finances in accordance with the decisions of the Committee

Actual duties involved :
  • To look after the finances of the Rugby Club
  • Recommend action on financial matters to the committee
  • Renew insurances annually
  • To collect subscriptions and all money due to the committee
  • To pay bills and record the information
  • To keep up-to-date records of all financial transactions
  • To ensure that all cash and cheques are promptly deposited in the bank or building society
  • Ensure funds are spent properly
  • To issue receipts for all money received and to record this information
  • Report regularly to the committee on the financial position of the rugby club
  • Prepare and present accounts for the end-of-year financial report and audit
  • Financial planning including producing and monitoring of an annual budget
  • To help prepare and submit any statutory documents that are required (e.g. VAT returns, PAYE and NI returns, tax returns, grant aid reports)
  • Ensure the club has paid RFU & Constituent Body affiliation fee
Liaison with : Committee Members, Club Members, Auditors

Responsible to : The Executive committee

Meetings to Attend :
  • Executive committee meetings
  • Sub committees or working parties by request in an advisory capacity
  • Club Annual General Meeting if appropriate
Estimated time commitment : Average 1-2 hours per week, more near year end

[back to top]



FIXTURES SECRETARY
   [back to top]


Main purpose of the role : To ensure that fixtures for each team within the club are confirmed and establish a structured fixture list for the whole season.

Actual duties involved :
  • Receive fixtures from other clubs / league managers.
  • Create the fixture list for all teams within the club.
  • Maintain a record of Referee availability.
  • Produce and dispatch club fixtures.
  • Liaise with the other Fixture Secretaries in the CB.
Liaison with : All team captains within the club

Responsible to : The Executive committee

Meetings to attend :
  • Executive committee meetings
  • Annual General Meeting if appropriate
  • Sub Committees by request
Estimated time commitment : on average 2-4 hours a week

[back to top]



CAPTAIN / VICE CAPTAIN
   [back to top]

Main purpose of role : To be responsible for match-associated activities.

Actual duties involved :
  • To work together with Coaches to plan training sessions, team selection and match strategy.
  • To determine player availability for each match by a direct phone call to each player, using the mobile phone provided by the club.
  • To coordinate with the Fixtures Secretary to allow confirmation of team availability with opposition clubs.
  • To be the main key-holder for the MUGA facilities.
  • To ensure facilities are opened on match days to receive players (home and visiting), match officials and supporters.
  • To liaise with players to ensure all necessary equipment, kit and sponsors material (where appropriate) for matches are present and functional and to ensure all items are properly and tidily stored after a match. These duties may be delegated to players, but the Captain retains ultimately responsibility.
  • To ensure club facilities are tidied, closed and locked at the end of match day activities
Liaison with : Playing Committee, Players, Coaches

Responsible to : The Executive committee, The Playing Committee

Meetings to attend :
  • Playing Committee Meetings
  • Executive Committee Meetings by request
  • Annual General Meeting if appropriate
  • Sub Committees by request
Estimated time commitment : On average 2 hours a week

[back to top]



CCC
   [back to top]

Main purpose of role : To provide a one-stop opportunity for the clubs and its’ coaches to have first hand knowledge of, and access to, courses, programmes and events promoted, delivered or managed by the County, CB and RFU Coaching Development Departments. To improve coaching skills throughout the club for the benefit of all players

Actual duties involved :
  • To recognize, promote and manage personal development opportunities for coaches
  • To encourage all coaches within the club to become formally qualified
  • To identify potential coaches to fill coaching posts within the club
  • To promote the RFU Code of Conduct for Coaches and/or develop an aligned club policy
  • To seek support from, and keep in contact with, coaching personnel within the RFU and the CB
  • To work with club coaches to ensure coherent training and match strategy
  • To attend training and matches where possible.
Liaison with : Playing Committee, Captain(s) Players, Coaches and County, CB and RFU coaching bodies.

Responsible to : The Executive committee, The Playing Committee

Meetings to attend :
  • Playing Committee Meetings
  • Executive Committee Meetings by request
  • Annual General Meeting if appropriate
  • Sub Committees by request
Estimated time commitment : On average 2 hours a week

[back to top]



COACH
   [back to top]

Main purpose of role : To be responsible for coaching, training and related activities within the Club.

Actual duties involved :
  • To work together with Captain(s) to plan training sessions, team selection and match strategy.
  • To liaise with players to ensure all necessary equipment for training is present and functional and to ensure all items are properly and tidily stored after training.
  • To attend training and matches, to allow direct assessment of player and team performance and match strategy.
Liaison with : Playing Committee, Captain(s), Players, Coaches

Responsible to : The Executive committee, The Playing Committee

Meetings to attend :
  • Playing Committee Meetings
  • Executive Committee Meetings by request
  • Annual General Meeting if appropriate
  • Sub Committees by request
Estimated time commitment : On average 2 hours a week

[back to top]



Youth Coordinator
   [back to top]

Main purpose of the role : To provide a focal point for youth rugby with the club

Actual duties involved :
  • To ensure child protection procedures are complied with at all times.
  • To recruiting potential youth members and players.
  • To liaise between families and the Rugby Club.
  • To liaise with Cambridgeshire Rugby Youth Officials where necessary.
  • To manage CRB-checking procedures within the club.
Liaison with : The Executive committee, Youth Committee, Playing Committee, local schools and colleges, and the local RDO.

Responsible to : The Executive committee

Meetings to attend :
  • Executive committee.
  • Youth committee
  • AGM if appropriate
Estimated Time Commitment : approximately 2 - 4 hours a month

[back to top]



Welfare Officer
   [back to top]

Main purpose of the role: To provide a focal point for welfare issues within the club

Actual duties involved :
  • To periodically review and update club policies relating to welfare issues
  • To ensure that child protection procedures are complied with at all times.
  • To liaise between families and the Rugby Club.
  • To liaise with county and CB welfare officers.
  • To liaise with the club disciplinary committee where appropriate.
  • To manage CRB-checking procedures within the club.
Liaison with : The Executive committee, Youth Committee.

Responsible to : The Executive committee

Meetings to attend :
  • Executive committee.
  • Youth committee
  • AGM if appropriate
Estimated Time Commitment : approximately 2 - 4 hours a month

[back to top]



Advertising Officer
   [back to top]

Main purpose of role : To be responsible for advertising the club and its activities

Actual duties involved :
  • To liaise with committee members, sub-committees and club members to promote the club
  • To maintain a list of local publicity contacts
  • To develop advertising campaigns / posters / flyers
  • To be responsible for advertising the club, its activities and to promote the work of volunteers
  • To advertise youth rugby and associated events within the community.
  • Where necessary co-ordinate volunteers to help publicize the club, its events and activities
Liaison with : All Committees and sub-committees; Local community venues / companies

Responsible to : The Executive committee

Meetings to attend
Estimated time commitment : On average 1-2 hours a week

[back to top]



County Representative
   [back to top]

Main purpose of role : To represent club and club interests at County and CB level

Actual duties involved :
  • To attend county committee meetings on behalf of the club
  • To raise issue on behalf of the club
  • To report back any issues relating to the club
Liaison with : All committee members and Club Officers

Responsible to : The Executive committee

Meetings to attend : Executive committee meetings, AGM if appropriate

Estimated time commitment : On average 1 hour a month

[back to top]



FIRST AID OFFICER
   [back to top]

Main purpose of role : To be responsible for the provision of First-Aid within the club

Actual duties involved :
  • To arrange training courses for volunteer First-Aiders, and to ensure that training is maintained and up-to-date.
  • To liaise with Club First-Aiders to ensure cover at all games, home and away and training sessions
  • To ensure that the contents of Club First-Aid kits and other Emergency equipment are regularly checked, maintained and replenished where necessary.
  • To arrange additional external First-Aid cover where appropriate, eg at tournaments / events arranged by the Club.
Liaison with : All committee members and Club Officers, External First Aid bodies and training bodies

Responsible to : The Executive committee

Meetings to attend : Executive committee meetings, AGM if appropriate

Estimated time commitment : On average 1-2 hours a week

[back to top]



FIRST AIDER
   [back to top]

Main purpose of role : To act as a First-Aider at club events

Actual duties involved :
  • To provide first aid where needed at club events.
  • To report to the First Aid Officer any incidents / accidents covered, first aid kit items used, etc.
Liaison with : Club First Aid Officer

Responsible to : The Executive committee

Estimated time commitment : On average 1-2 hours per event

[back to top]



PRESS SECRETARY
   [back to top]

Main purpose of role : To be responsible for information, publicity and promotion

Actual duties involved :
  • To liaise with committee members, sub-committees and club members to promote the club
  • Build a list of local media contacts
  • To coordinate the writing of match reports and submission of reports and photographs to local media
  • Produce press releases of club events, tournaments, etc
  • Send items of interest to RFU Regional Press Officer, local press, etc.
  • Invite the RFU Regional Press Officer, local press & media to events
  • Keep a record of press cuttings, radio mentions and T.V coverage
  • Where necessary co-ordinate volunteers to help publicize the club, its events and members through the media
  • To ensure articles, language and photographs reflect a fair and positive representation of all club members and the community
Liaison with : All Committees and sub-committees, Players, Local and National Media Contacts including RFU Regional Press Officer

Responsible to : The Executive committee

Meetings to attend : Executive committee meetings, Annual General Meeting, Sub Committees by request

Estimated time commitment : On average 1-2 hours a week

[back to top]



RECRUITMENT OFFICER
   [back to top]

Main purpose of role : To be responsible for recruitment and retention of players and members.

Actual duties involved :
  • To liaise with committee members, sub-committees and club members to develop and implement recruitment campaigns.
  • To liaise with the advertising and press officers to increase the profile and visibility of the club in the community
  • To act as the Club Pathfinder in the RFU PlayOn structure of player recruitment and retention.
Liaison with : All Committees and sub-committees, Local community venues / companies

Responsible to : The Executive committee

Meeting to attend : Executive committee meetings, Annual General Meeting, Sub Committees by request

Estimated time commitment : On average 1-2 hours a week

[back to top]



SOCIAL SECRETARY
   [back to top]

Main purpose of role : Responsible for planning and coordinating social activities of the club

Actual duties involved :
  • Planning, management and coordination of club social activities
  • Annual End-of-Season Dinner
  • Christmas Dinner
  • Occasional social events throughout the season
  • Annual Tour
Liaison with : All committee members, Club members, other clubs

Responsible to : The Executive committee

Meetings to attend :Executive committee meetings, Annual general meeting

Estimated time commitment: Average 1– 2 hours per week through the year

[back to top]



SPONSORSHIP SECRETARY
   [back to top]

Main purpose of the role : To be directly responsible for sponsorship & fund raising opportunities for the club, its activities and events

Actual duties involved :
  • To investigate sponsorship opportunities from the commercial business sector
  • To liaise with the treasurer on club financial planning to ensure generation of adequate funds
  • Formulate sponsorship proposals and ensure sponsorship requirements are met
  • To organize and co-ordinate a program of fundraising schemes and activities
  • To produce follow up literature to sponsors in the form of thank you letters, press coverage in order to encourage on going relationships
  • Coordinate club members to help seek sponsorship through personal contacts
Liaison with : All committee members, sub-committees and club members, Funding bodies, Local companies and businesses

Responsible to : The Executive committee

Meetings to attend : Executive committee, AGM

Estimated time commitment : average of 2 hours a week through the year

[back to top]



VOLUNTEER COORDINATOR
   [back to top]

Main purpose of the role : To provide a focal point for volunteers and volunteering within the club. To facilitate the recruitment, retention, recognition and reward of volunteers within the club.

Actual duties involved :
  • To identify means of recruiting potential volunteers and to ensure that a policy of open recruitment when advertising for and appointing volunteers is implemented
  • To formulate up-to-date Terms of Reference for volunteer positions
  • To appoint sufficient volunteers to formulate club committee and sub committees, to organize and support club activities and events
  • To ensure that new volunteers are welcomed appropriately and are provided with all relevant information and support (e.g. create a mentoring / buddy system within the club for new volunteers)
  • To attend events, tournaments and social evenings to promote and encourage new volunteers
  • To ensure individual volunteers are given appropriate support and guidance to maintain their enthusiasm
  • To identify means of recognizing and rewarding volunteers
  • To make recommendations on policy for the distribution of international tickets to club members
  • To nominate volunteers through the RFU Volunteer Recognition Awards, by completing the enclosed nomination form
  • To become a free VIP Member (Volunteer Investment Program - please call 0800 363373) in order to be updated on all volunteering issues and if appropriate to apply for a Volunteer Recognition Award.
Liaison with : The Executive committee, all club sub committees, new and existing members, local schools, colleges and universities, and the local RDO.

Responsible to : The Executive committee

Meetings to attend :
  • Executive committee meetings to advise on the recruitment, retention, recognition and rewarding of volunteers and to advise on the number of volunteers required
  • Sub committees by request to give advice and induct new volunteers
  • AGM if appropriate
  • To induct newly appointed volunteers and provide existing volunteers with support and guidance
Estimated Time Commitment : approximately 2 - 4 hours a month

[back to top]



WEBSITE COORDINATOR
   [back to top]

Main purpose of role : To be responsible for the development and maintenance of the club website.

Actual duties involved :
  • To maintain and ensure that “www.cambourneexiles.com” is current and up to date
  • To develop the site wherever and however appropriate
  • To review website content to ensure Club Policies are maintained
Liaison with : All committee members and Club Officers, Club Press / Media Liaison Officer.

Responsible to : The Executive committee

Meetings to attend :Executive committee meetings, AGM if appropriate, Sub Committees by request

Estimated time commitment : On average 1-2 hours a week

[back to top]