Roles & Responsibilities

Job Descriptions

Roles & Responsibilities

Chairman (CH) – Responsible for turning the targets and priorities set by the Committee into actions, and ensuring that the actions are carried out. Should be a good team leader…capable of tapping the diverse strengths of the Club Committee members and the wider membership. Chairs the regular Club Committee meetings, and delegates tasks where appropriate. However, most of the Chairman’s work will be in assisting and advising others to the successful completion of their delegated tasks, outside of formal meetings. The Chairman has a responsibility to co-opt at least two non-committee members to an informal sub-committee called the “CHAIRMAN’S TEAM” and to inform the Club Committee of their names. The Chairman ensures that all the Chairman’s responsibilities, and any other tasks delegated to the Chairman by the Club Committee are completed in a timely and efficient manner by the Chairman’s Team. The Chairman may appoint one of the Chairman’s Team members to attend the Club Committee meetings if the Chairman cannot attend in person; however in the absence of the Chairman the meeting should be chaired by the Secretary or other ELECTED member of the Club Committee as those present decide. Oversees the selection of a new Club Captain if this is necessary outside an AGM. The Chairman must work closely with the Club Captain throughout the year.

Figurehead of Club.

Responsible for :
Convening and chairing meetings of the general committee;
Convening and chairing annual and extraordinary meetings of the Club;
Member of the Club's internal disciplinary panel;
Reporting lines of club committee go direct to Chairman;
Chairman oversees the Committee function and reviews progress of individual committee members;
Responsible for introducing self and the club to all new players or prospective players;
Liaising with playing and non-playing members;
Marketing the Club to potential sponsors/VIPs/playing or non-playing members
Contributes to forward thinking nature and development of the Club;
Has overall responsibility for ensuring all aspects of the Club progress along the lines established by Club and Committee;
Relations between Club and pubs/regulars maintained at friendly level
Progress towards facilities on the Island is maintained.

Estimated Time Per Week in role:
Average 9 hours weekly.

Appropriate Skills/Attributes
Lateral thinking;
Negotiation Skills;
Outgoing Character;
Previous experience of the running of other clubs;
Team Player;
Enthusiasm;
Access to email;
Flexibility for phone contact during working hours;
A thick skin!

Club Captain (CC) – Should be a motivational leader; a day by day figurehead and players’ representative. Assists in setting the priorities and targets for the Club as a whole. Administration responsibilities are limited to the day to day management of all playing matters (including training and selection matters) plus heading the Disciplinary Committee, if and when it is required. Oversees the selection of a new Chairman if this is necessary outside an AGM. The Club Captain has a responsibility to co-opt at least two non-committee members to an informal sub-committee called the “CLUB CAPTAIN’S TEAM” and to inform the Club Committee of their names. The Club Captain ensures that all the Club Captain’s responsibilities, and any other tasks delegated to the Club Captain by the Club Committee are completed in a timely and efficient manner by the Club Captain’s Team. The Club Captain may appoint one of the Club Captain’s Team members to attend the Club Committee meetings if the Club Captain cannot attend in person. The Club Captain chairs the Selection Committee and holds the casting vote in any event where the Selection Committee is deadlocked. The Club Captain must work closely with the Chairman throughout the year and reports to the Chairman.

The Club Captain is a link between the players and the Committee.

The Club Captain oversees the smooth running of training sessions and liases with coaches and others who have a role in training. The Club Captain is ultimately responsible for all equipment used at training sessions.

The Club Captain chairs the Selection Committee. The Selection Committee is comprised of the Club Captain, a Team Manager from each team in the Club and can include any regular coaching staff if applicable.
The Selection Committee is responsible for gathering and collating names of players who are available for selection for the next game(s). [Time: 3 hours per week - can be shared with Team Managers and others]

The Selection Committee meets informally but privately each week (currently on Wednesday evenings, immediately after Training) to select the squads to forthcoming games…the Club Captain is responsible for overseeing the selection process and to ensure that any particular individual or team is treated fairly. [Time: 1 hour per week during the season - attendance at Selection Committee meetings after training.]

The Club Captain ensures that the Selection process, and the team(s) selected, conform with any rules or guidelines set down by the Club as a whole, for example at a General Meeting.
Where it is necessary to explain the reasoning behind a decision of the Selection Committee to one or more players (for example, when a player feels he has been "dropped") it is the Club Captain's responsibility to ensure that this is done promptly and honestly whilst protecting individual members of the Selection Committee from "pressure" that might be brought upon them. [Time: Averaging at 30 minutes per week]

The Club Captain is responsible for ensuring that the players selected for the forthcoming game(s) are made aware of their selection and the matchday arrangements (i.e. meeting time and place, dress code, fines system etc). [Time: 1 hour per week - usually Thursday mornings]
The Club Captain does all he can to assist the Team Managers in the execution of their duties. [Time: Variable depending on circumstances. Minimum 30 minutes per week, maximum 4 hours per week]

The Club Captain should make a point of welcoming new members (particularly players) and ensuring (with other members of the committee) that their details are recorded so that the player can be kept informed. [Time: Averaging at 20 minutes per week]

Secretary (SEC) – Responsibility to co-opt at least two non-committee members to an informal sub-committee called the “SECRETARY’S TEAM” and to inform the Club Committee of their names. The Secretary ensures that all secretarial tasks, and any other tasks delegated to the Secretary by the Club Committee, are completed in a timely and efficient manner by the Secretary’s Team. The Secretary may appoint, as his proxy, one of the Secretary’s Team members to attend the Club Committee meetings if the Secretary cannot attend in person. The secretary’s duties will include collation and distribution of information, including the archives of the club,, communication with the RFU, any official notifications and taking and distribution of the minutes of Club Committee meetings. The Secretary is a member of the DISCIPLINARY COMMITTEE, if and when it is required.

Liases between RFU, Essex RFU and Millwall RFC Ensuring that all correspondence is dealt with quickly, efficiently and by the right people.

Is the link between the divisional secretary and Millwall RFC. This usually entails ensuring that match cards have been filled in correctly and sent to the appropriate people, the result has been phoned in and that the players listed are registered.

Ensuring the club is not fined and if we are that the fines are paid at the appropriate time. (1 hour per week) Ensuring all correspondence from the RFU is forwarded to the right people and appropriate responses are returned to the RFU(30mins)

Taking delivery of Millwall post. Typically there are 5 letters per day to be dealt with. The majority of these are useless flyers and only a small percentage need to be acted upon. (30 min per week)

Responsible for International tickets. These typically are sent out by the RFU in July (for Autumn Internationals) and late August (for the Six Nations Internationals. There is often one more batch of tickets in February for any summer events. (three hours per occasion)

Responsible for organising a committee meeting approximately once a month and writing up the minutes (5 hours per month, excluding time in meeting).

Ensuring there is a record of all official correspondence to and from the club. A filing cabinet is provided but takes 30 minutes per week keeping it in check.

The secretary has little to do on match days so should try help team managers in their match day duties. Typical jobs that JTG has done this year include filling out match card, phoning results in and standing in as team manager on occasions (30 mins when not team manager, 2 hours when team manager)

Registration usually comes under the responsibility of the secretary. This is a demanding role and for next year should be the responsibility of the secretary's assistant. This requires three hours per week in late August and the whole of September, one and a half hours per week in October and November and approximately 30 mins per week for the remainder of the year. The secretary should help compile lists, cuttings and important information the club would like to keep. The secretary has to be well organised and interact well with the committee and the general populous.

Fixture Secretary (FS) – Booking and reconfirmation of refs, teams, pitches, food and fixtures. Relevant information passed to Team Managers/Club Captain as appropriate.

1. Ensure fixtures booked appropriately for 1sts, 2nds & 3rds. This is the most important part of the job and the hardest. Predicting in advance what the standard of each team will be a season ahead, how far we'll get in cup competitions is tricky. You have to get to know how each club behaves (like putting their 1s in for a 2nd team game) and how reliable they are in meeting the fixture. Fortunately, keeping track of the results of the previous couple of seasons gives some clue. Also, the Essex Rugby website gives you what division a club is in and their performance this year. When we don't have a game booked, we have to find games on the exchange. Essex is the easiest, but ringing round a bit in advance can also be helpful.

2. Ensure home ground booked when required. The council run our home ground and make life difficult by insisting on early kickoffs. Sorting out a policy with the league helps (we don't to date), as does having our league games as early kickoffs on International days. You have to make sure games are rearranged at the end of the season (council close the pitch 31st march each year) as well as round Christmas and Easter. If the council have the post pads damaged you have to arrange replacements from Barking, Eton Manor or Hackney council.

3. Organise after match food for opposition and our team (home games only)

4. Confirm ref, pitch, kickoff and opposition for each team. -weekly Just in case the opposition 'forget' about the fixture.

5. Mail out details of games and updates to committee members

6. Maintain contacts list for officials in other clubs and directions Fixture sec. is a role that involves communicating a lot with other clubs - you have to keep track of who does what at the moment for each club. The Essex handbook has a list of all this info. You need to provide the programme and web site people with directions to each away game - we've got most on file by now though. Other club fixture secs will update you on road changes in their area if you ask or if they remember.

7. Maintaining contacts list of refs and ref officials To book a ref you need his details to hand - Essex ref's society provide a list monthly and The Handbook should have the rest (but the handbook has fallen out of date in many cases in the last few years). We occasionally have refs from Suffolk that you have to track down.

8. Be a point of contact for other clubs. Other fixture secs will call you weekly to confirm games, rearrange, check kickoff times and cry off. Very occasionally that means you get a call from a club Friday evening that a match is off and you have to call a dozen of our players and get them to spread the word that the match is off.

1st Team Manager (FTM) – Responsibility to co-opt at least two non-committee members to an informal sub-committee called the “MANAGER’S TEAM” and to inform the Club Committee of their names. The 1st Team Manager ensures that all his tasks, and any other tasks delegated to the 1st Team Manager by the Club Committee, are completed in a timely and efficient manner by the Manager’s Team. The 1st Team Manager may appoint, as his proxy, one of the Manager’s Team members to attend the Club Committee meetings if the 1st Team Manager cannot attend in person. The 1st Team Manager’s duties will include selection of players, in conjunction with the SELECTION COMMITTEE, coordinating between training and coaches, makes sure appropriate equipment is at training and matches, transportation, flags, protectors. Post match responsibilities include collecting matchday subs, ensuring the kit, first aid and bottles are taken to the desired place, phoning results through, signing the match card and paying the referees expenses. Also liases with 2nd & 3rd team managers. The 1st Team Manager is a member of the DISCIPLINARY COMMITTEE if the matter under consideration involves a regular 1st team player or events that took place around a 1st team match, as and when required.

The 1st Team Manager's duties will include selection of players, in conjunction with the selection Committee. Co-ordinating between training and coaches, makes sure appropriate equipment is at training. Pre match responsibilities include collecting match day subs, ensuring the kit, first aid and bottles are at the meet point ready to go with the 1st team to the desired place. If it is a home fixture then it is also the responsibility to ensure that post protectors and flags are out at Victoria Park and Post match responsibilities include, phoning results through, signing the match card and paying the referees expenses. Also liases with 2nd team Manager, regarding selection issues or player requirements. The 1st Team Manager is a member of the Disciplinary Committee if the matter under consideration involves a regular 1st team player or events that took place around a 1st team match, as and when required. Pre Season it is also the responsibility of the 1st Team Manager to be involved with recruitment, LIASING with any Official Recruitment officer acting on behalf on Millwall RFC

Duties Manages 1st Team
Ensuring that kit is clean and is picked up from the laundrette before the meet on a Saturday morning (to be delegated if possible) (takes 10mins)
Ensuring that there is a 'managers bag' for the team. (containing kicking tee, balls, first aid kit, water bottles, tape.) (15 mins before meet)
Ensuring that attendance is recorded and subs are collected (and passed on to treasurer in a timely fashion.) (30mins at meet)
Attendance at weekly selection meetings (1 hour every Wednesday after training) to select squads for the forthcoming weekends matches. Liaison with Llamas' team manager to note promising players suitable for promotion from the Llamas.
Arranging sufficient transport is available for the weekends matches (liaison with Margaret Tracy at farm to book minibus and arrange pick up of keys) (10mins p/w)
Ensuring that injured players are accompanied to casualty.
Liaison with coaches to ensure that training covers weak areas of technique within the squads. (10mins pw)
Making new players feel welcome/pastoral work
Selecting a skipper on match day.
Reorganisation of team on day in event of non-attendance/drafting up to 1's
Telephone calls to find/encourage extra players (around 5-10 calls Wednesday at selection meeting and 10 calls on Thursday/Friday)
Member of club disciplinary committee
Nomination of match report writer
Communication of the matchday's team and scorers for Flex to update appearance log.

Generally it is worth writing off Saturday morning before the meet in order to prepare and get organised for the day

Useful attributes,
Being easily contactable
Team player
Leadership Skills
Good motivator/enthusiastic
Well Organised
Ability to delegate jobs. (e.g. collection of subs, every other task you can)
Willingness to chivvy/harass/encourage players to be available
Good relationship with club captain/other team managers as drop outs etc will often involve rearranging squads at late notice (in other words losing your best players!).

2nd Team Manager (LM) – Responsibility to co-opt at least two non-committee members to an informal sub-committee called the “LLAMAS MANAGER’S TEAM” and to inform the Club Committee of their names. The Llamas Team Manager ensures that all his tasks, and any other tasks delegated to the Llamas Team Manager by the Club Committee, are completed in a timely and efficient manner by the Llamas Manager’s Team. The Llamas Team Manager may appoint, as his proxy, one of the Llamas Manager’s Team members to attend the Club Committee meetings if the Llamas Team Manager cannot attend in person. The Llamas Team Manager’s duties will include selection of players, in conjunction with the SELECTION COMMITTEE, coordinating between training and coaches, makes sure appropriate equipment is at training and matches, transportation, flags, protectors. Post match responsibilities include collecting matchday subs, ensuring the kit, first aid and bottles are taken to the desired place, phoning results through, signing the match card and paying the referees expenses. Also liases with 1st & 3rd Team Manager. The Llamas Team Manager is a member of the DISCIPLINARY COMMITTEE if the matter under consideration involves a regular llamas team player or events that took place around a llamas team match, as and when required.

Manages 2nd Team Duties
Ensuring that kit is clean and is picked up from the laundrette before the meet on a Saturday morning (to be delegated if possible) (takes 10mins)
Ensuring that there is a 'managers bag' for the team. (containing kicking tee, balls, first aid kit, water bottles, tape.) (15 mins before meet)
Ensuring that attendance is recorded and subs are collected (and passed on to treasurer in a timely fashion.) (30mins at meet)
Attendance at weekly selection meetings (1 hour every Wednesday after training) to select squads for the forthcoming weekends matches. Liaison with 1'st team manager to bring attention to promising players suitable for promotion.
Arranging sufficient transport is available for the weekends matches (liaison with Margaret Tracy at farm to book minibus and arrange pick up of keys) (10mins p/w)
Ensuring that injured players are accompanied to casualty.
Liaison with coaches to ensure that training covers weak areas of technique within the squads. (10mins pw)
Making new players feel welcome/pastoral work
Selecting a skipper on match day.
Reorganisation of team on day in event of non-attendance/drafting up to 1's
Telephone calls to find/encourage extra players (around 5-10 calls Wednesday at selection meeting and 10 calls on Thursday/Friday)
Member of club disciplinary committee
Nomination of match report writer
Nomination of person to buy port for following weeks game
Communication of the matchday's team and scorers for Flex to update appearance log.

Generally it is worth writing off Saturday morning before the meet in order to prepare and get organised for the day

Useful attributes,
Being easily contactable
Team player
Leadership Skills
Good motivator/enthusiastic
Well Organised
Ability to delegate jobs. (e.g. collection of subs, every other task you can)
Willingness to chivvy/harass/encourage players to be available
Good relationship with club captain/1st team manager as drop outs etc will often involve rearranging squads at late notice (in other words losing your best players!).
Willingness to play in any position if no one else is willing to give it a go (i.e. prop/2nd row...!!!!!)

3rd Team Manager (3TM) – Responsibility to co-opt at least two non-committee members to an informal sub-committee called the “THIRDS MANAGER’S TEAM” and to inform the Club Committee of their names. The Third Team Manager ensures that all his tasks, and any other tasks delegated to the Third Team Manager by the Club Committee, are completed in a timely and efficient manner by the Thirds Manager’s Team. The Thirds Team Manager may appoint, as his proxy, one of the Thirds Manager’s Team members to attend the Club Committee meetings if the Third Team Manager cannot attend in person. The Third Team Manager’s duties will include selection of players, in conjunction with the SELECTION COMMITTEE, coordinating between training and coaches, makes sure appropriate equipment is at training and matches, transportation, flags, protectors. Post match responsibilities include collecting matchday subs, ensuring the kit, first aid and bottles are taken to the desired place, phoning results through, signing the match card and paying the referees expenses. Also liases with 1st and Llamas Team Managers. The Third Team Manager is a member of the DISCIPLINARY COMMITTEE if the matter under consideration involves a regular 3rd team player or events that took place around a 3rd team match, as and when required.
Manages 3rd Team Duties
Ensuring that kit is clean and is picked up from the laundrette before the meet on a Saturday morning (to be delegated if possible) (takes 10mins)

Ensuring that there is a 'managers bag' for the team. (containing kicking tee, balls, first aid kit, water bottles, tape.) (15 mins before meet)
Ensuring that attendance is recorded and subs are collected (and passed on to treasurer in a timely fashion.) (30mins at meet)
Attendance at weekly selection meetings (1 hour every Wednesday after training) to select squads for the forthcoming weekends matches. Liaison with 1st & Llamas team managers to bring attention to promising players suitable for promotion.
Arranging sufficient transport is available for the weekends matches (liaison with Margaret Tracy at farm to book minibus and arrange pick up of keys) (10mins p/w)
Ensuring that injured players are accompanied to casualty.
Liaison with coaches to ensure that training covers weak areas of technique within the squads. (10mins pw)
Making new players feel welcome/pastoral work
Selecting a skipper on match day.
Reorganisation of team on day in event of non-attendance/drafting up to 1's
Telephone calls to find/encourage extra players (around 5-10 calls Wednesday at selection meeting and 10 calls on Thursday/Friday)
Member of club disciplinary committee
Nomination of match report writer
Communication of the matchday's team and scorers for Flex to update appearance log.

Generally it is worth writing off Saturday morning before the meet in order to prepare and get organised for the day

Useful attributes,
Being easily contactable
Team player
Leadership Skills
Good motivator/enthusiastic
Well Organised
Ability to delegate jobs. (e.g. collection of subs, every other task you can)
Willingness to chivvy/harass/encourage players to be available
Good relationship with club captain/1st team manager as drop outs etc will often involve rearranging squads at late notice (in other words losing your best players!).
Willingness to play in any position if no one else is willing to give it a go (i.e. prop/2nd row...!!!!!)

Social Secretary (SS) – Responsibility to co-opt at least two non-committee members to an informal sub-committee called the “SOCIAL SECRETARY’S TEAM” and to inform the Club Committee of their names. The Social Secretary ensures that all the Social Secretary’s tasks, and any other tasks delegated to the Social Secretary by the Club Committee, are completed in a timely and efficient manner by the Social Secretary’s Team. The Social Secretary may appoint, as his/her proxy, one of the Social Secretary’s Team members to attend the Club Committee meetings if the Social Secretary cannot attend in person. The Social Secretary’s duties are primarily to promote a good ‘Club Spirit’ through social events, promotion of events, fundraising, liasing with Jim Fitzpatrick’s staff for the annual dinner and liasing with nominates charities. In addition, the Social Secretary would be responsible for the twice yearly production of a “Club Newsletter” aimed at keeping all past and present Club Members informed and encouraging their renewed/continued involvement.

Role Definition: To organise and arrange social events for the benefit of all club members (both full and social) primarily to promote good spirit within the club and/or to raise money for the club. To organise and arrange the Annual Dinner.

Time Spent: circa 4 hours per month. I.e. approx 1.5 hours on social events ) attending meets on Saturday morning etc. Approx 2.5 hours per month at committee meetings.

Development Officer (DO) – Responsibility to co-opt at least two non-committee members to an informal sub-committee called the “DEVELOPMENT TEAM” and to inform the Club Committee of their names. The Development Officer ensures that all secretarial tasks, and any other tasks delegated to the Development Officer by the Club Committee, are completed in a timely and efficient manner by the Development Team. The Development Officer may appoint, as his proxy, one of the Development Team members to attend the Club Committee meetings if the Development Officer cannot attend in person. The Development Officer’s duties will include formulating and developing the medium and long-term strategies, drawing up guidance for reforms to the constitution and is involved in the funding of the club and liaison with sponsors.

The Development Officer ensures that all tasks delegated to the Development Officer by the Club Committee, are completed in a timely and efficient manner. The Development Officer's duties will include formulating and developing the medium and long-term strategies, drawing up guidance for reforms to the constitution and is involved in the funding of the club.

The Development Officer heads a team which includes the Press/PR Officer, School Liason, Council Liason, Sponsor Liason and Funding Bodies Liason Officers.

Treasurer (TRE) – Responsibility to co-opt at least two non-committee members to an informal sub-committee called the “TREASURER’S TEAM” and to inform the Club Committee of their names. The Treasurer ensures that all Treasurers tasks, and any other tasks delegated to the Treasurer by the Club Committee, are completed in a timely and efficient manner by the Treasurer’s Team. The Treasurer may appoint, as his proxy, one of the Treasurer’s Team members to attend the Club Committee meetings if the Treasurer cannot attend in person. The Treasurer’s duties will include receiving (from the First Team/Llamas Team Managers) the weekly subs, annual membership fees and collection of other monies as the circumstances dictate, plus the prompt reimbursement of any monies owed by the Club to members or other bodies. Also the recording and reconciliation of the club accounts and publishing of a financial report on a regular basis, at least every Club Committee meeting. The Treasurer is a member of the DISCIPLINARY COMMITTEE if the matter under consideration involves any other member(s) of the Disciplinary Committee, as and when required.

The Treasurer ensures that all Treasurers tasks, and any other tasks delegated to the Treasurer by the Club Committee, are completed in a timely and efficient manner.

The Treasurer's duties will include receiving (from the Team Managers) the weekly subs, annual membership fees and collection of other monies as the circumstances dictate, plus the prompt reimbursement of any monies owed by the Club to members or other bodies. Also the recording and reconciliation of the club accounts and publishing of a financial report on a regular basis, at least every Club Committee meeting.

The Treasurer is a member of the DISCIPLINARY COMMITTEE if the matter under consideration involves any other member(s) of the Disciplinary Committee, as and when required.