We are looking for a volunteer to join the Club Committee in the role of Team & Membership Secretary.

The Role Profile is below - if anyone is interested, please contact the Club Secretary at [email protected]

Team & Membership Secretary

The primary role of the Team & Membership secretary is to manage member registrations and membership renewals each year. The role also involves assisting coaches with team sheets and updates on who is available to train/play having paid their membership subscriptions and fines.

The Leagues & FA insist that all members are insured in order to participate and this can be a condition of registration, so it’s important that members have paid their fees in order to play without worrying about being insured.

What are the duties of the Membership Secretary?

The Team & Membership Secretary has a vital role to play at the start of each season and has an important role throughout the season. HAFC has introduced SportMember which is a well-established membership platform, which saves a significant amount of time, making administration much easier and more efficient.

In addition to being a Club Committee Member, the typical duties of the Team & Membership Secretary include:

• Managing and processing all Club registration and membership renewals according to the agreed process and within timeframes
• Ensuring all registrations are up-to-date and relevant fees are paid in full on time
• Building and maintaining effective working relationships with all relevant Leagues and with the FA
• Processing membership applications for new members
• Maintaining accurate and up-to-date membership records via SportMember
• Working with the Club treasurer to reconcile membership payments, discounts, refunds etc.
• Contacting members in payment arrears to pay Club membership dues and outstanding fines
• Updating coaches each week on who has paid their membership and fines and is eligible to play
• Ensuring data privacy and meeting GDPR obligations
• Ensuring Club membership database is accurate and consistent with League & FA records
• Reporting to the Club Secretary on the progress of memberships etc.
• Working with Club Treasurer to recommend current and future Club Membership Fees
• Arranging, along with Club Treasurer, to pay outstanding Club & Player fines invoices to avoid late payment fees
• Developing & implementing a player & coach recruitment strategy using all available social media tools
• Liaising with Team Managers and opposition representatives to ensure smooth running of home & away fixtures
• Ensuring all players are covered by relevant, up-to-date insurance policies
• Encouraging coaches & players to fully utilise SportMember including ‘player of the match’, collection and reporting of statistics and the full range of communication tools
• Overseeing the Club’s membership on-boarding process, ensuring all enquiries and applications are dealt with effectively and efficiently
• Ensuring all membership categories & fees are effectively communicated to all Members
• Presenting membership data to Members at the AGM and obtaining Members agreement to future Membership categories & fees

Typical traits of a Team & Membership Secretary

The Team & Membership Secretary will maintain a strong working relationship with Club coaches and other Club officers, so therefore needs to be available regularly. Team & Membership Secretaries are busiest before the season starts as members renew their membership and new members join.

The Team & Membership Secretary is a full Club Committee Member and will be expected to attend and contribute to the monthly Club Committee Meetings.

The role of the Team & Membership Secretary requires very good organisational skills, computer literacy and strong written and oral communication skills.