Treasurer

  • Manages the club’s income and expenditure and its assets and liabilities
  • Maintains bank account(s) in the name of the club in accordance with mandate ratified by the committee
  • Produces an end of year financial report
  • Regularly reports back to the club committee on all financial matters
  • Efficient payment of invoices and bills
  • Proposes amendments to annual and weekly subscriptions as appropriate
  • Deposits cash and cheques that the club receives
  • Keeps up to date financial records
  • Takes responsibility for personal conflicts of interests and declaring, recording and managing these appropriately

Secretary

  • Plans club meetings with the chairperson and agree an agenda with committee
  • Circulates details of meetings (time, location, agenda etc.) to club members
  • Takes minutes and circulate to meeting attendees
  • Follows up with relevant parties on key actions arising from meetings
  • Ensures meetings adhere to procedures of the club constitution (e.g. quorums and election procedures)
  • Maintains website (shared with chairman)
  • Updates club records (shared with chairman)
  • Updates event listings on website
  • Compiles results for club championships (road, off-road and cross-country)
  • Verifies and awards club standards
  • Works with Welfare officer to manage club grievance and disciplinary correspondence
  • Ensures the club applies for and receives its London Marathon club places entitlement
  • Manages the club affiliation renewal with UKA
  • Manages the club affiliation renewal with Northern Athletics
  • Manages the athlete registration renewal process
  • Processes athlete registrations for new members
  • Sets up membership options and other items in membermojo store
  • Maintains membermojo database
  • Maintains records of all athletes – competitive and social.
  • Is the first point of contact for membership enquiries
  • Works with the Treasurer to reconcile membership payments, discounts, refunds etc.
  • Contacts members in payment arrears to pay club membership dues 
  • Updates team manager on who has paid their membership and is eligible to compete.
  • Responsible for managing athlete transfer requests to other clubs.
  • Ensures data privacy and meeting GDPR obligations as an officer of the club who are a data controller
  • Shares team details with team manager and /or race directors for off-road and cross-country race series
  • Verifies the details entered on the DBS form and sign the verifier form

Team manager

  • Informs members of dates and details of league and local championship events
  • Encourages members to enter these, aiming to make up at least one team
  • Compiles competitive ‘A’ teams, while at the same time demonstrating the breadth of our club and maintaining the ethos by filling teams with as many members of all abilities as possible
  • Submits the entries for league and championship races before the deadlines
  • Collects race numbers from race organisers, and distribute them to the runners
  • Where necessary, records finishing positions of runners at XC events, and submits the file to the organisers (or when not attending, organises one of the attendees to do this on their behalf)
  • Works with the social media officer to recognise particular achievements and makes these known to all club members and publicised externally
  • Maintains a motivating presence, at races, training, and on social media
  • Works collaboratively with the rest of committee to complete any other relevant tasks