Cambourne Exiles Rugby Club

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.

To chair the meetings and act as principal officer throughout the year, by making decisions whenever the need arises in consultation with other officers.
To attend meetings in a neutral and uncommitted capacity, to enable the group to have a discussion with a neutral person in the chair.

Actual duties involved

To provide direction for the club by effective leadership and management
Monitor and evaluate the progress of agreed actions - both short term and strategic
Ensure that succession and forward planning are integral and ongoing in the club
Manage other club officers to ensure the delivery of their responsibilities
Ensure that club structure and responsibilities are transparent and available to the membership
Represent (or arrange a representative for) the club on the constituent body committee
Chair and manage committee and other club meetings
To ensure that equal opportunities exist through the committee and its actions

Liaison with : Committee members & Club members

Responsible to : The Executive committee

Meetings to attend :

Executive committee meetings
Sub committees by request
Club 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]

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]