RATHO UNITED
YOUTH FOOTBALL CLUB

CLUB ROLES

RUYFC is run by a small Committee consisting of the Club Secretary, Club Treasurer and one other office bearer.

There are a number of other roles that are required to support the weekly running of the Club, with one person taking on multiple roles if they wish.

Details of all the Club roles are below.

If you feel like you could take on any of these roles, or to find our more information, contact us at info@rathounited.club

Club Secretary

Time Commitment

This can vary - busy times are at the start of each season around February and in the run up to the AGM in December.

Can range from 0 - 4 hours per week.

Role Description

Responsible for all administrative, policy and regulatory matters of the club and overseeing club compliance with all relevant regulations and guidance.

The Club Secretary is a member of the RUYFC Committee.

Tasks

Affiliates the club to the SYFA/SWFA and on approval, to a league/association

Liaises with SYFA, SWFA and SFA on all club matters

Registers all club officials and club teams

Liaises with Team Secretaries on registration of players and new club officials

Deals with all complaints about the club and any disciplinary matters

Drafts policies and procedures for approval by the Committee and in conjunction with Committee members as appropriate

Assesses compliance with all relevant SYFA, SWFA, SFA and other guidance, policies, and regulations – includes ensuring all club officials are appropriately PVG checked

Makes funding applications on behalf of the club in conjunction with the Club Treasurer

Attends meetings to represent the club e.g. league/association meetings, regional meetings

Organises the club’s AGM and Committee meetings, including preparation of agendas and minutes and ensures actions are carried out

Facilities and Pitch Bookings Helper

Time Commitment

Max 1 hour per week

Tasks

Secures adequate pitch facilities for the Club, liaising with the Club Treasurer in respect of any long term financial commitments of the Club.

Allocation of all secured facilities to individual teams to ensure that all home fixtures of the Club can be fulfilled. Publish fixtures on the Club website.

Fundraising Helper

Time Commitment

Max 2 hours per week

Tasks

Creates and maintains a register of all sponsorship packages offered by the Club. Ensures each age group has a bespoke sponsor to suit the needs of both the age group and the Club. In liaison with Club Treasurer, ensures all sponsorship monies are accounted for and ensures correct invoices raised;

Ensures that all elements of any agreed sponsorship package are adhered to and delivered by the Club. Ensures all sponsors are kept up to date with the club’s progress and organise Team photos and Sponsorship days/celebrations;

Leads the organisation of Club Event/Fundraising activities.

Club Treasurer

Time Commitment

This can vary - busy times are at the start of each season around February and in the run up to the AGM in December.

Can range from 1 - 4 hours per week.

Role Description

The Club Treasurer is responsible for the financial management of the Club and the safeguarding of Club assets.

The Club Secretary is a member of the RUYFC Committee.

Tasks

Bookkeeping and the preparation of monthly and annual accounts (currently using FreeAgent). Preparation of annual budgets and cash flow forecasts as required;

Ensuring that all spend of the Club is approved (it must be wholly and exclusively for the benefit of the club) and supported by a valid invoice/receipt;

Raising sales invoices and managing cash collection;

Approve any long term commitments of the Club, including any long term agreements in respect of facilities;

Overseeing and approving all applications for grant funding;

Managing parent/guardian subscriptions including the on boarding and off boarding of players (using GoCardless as a payment gateway);

Manging the Club bank account including controlling access to any debit cards issued on the account;

Liaison with Club Secretary to ensure that all registered players have a valid subscription (and vice versa);

Preparation and lodgement of any financial returns as may be required;

Reporting to the Committee and to the wider membership on the financial affairs of the club; and

Identification and management of risk. Implementation of appropriate controls.

Club Child Wellbeing Officer

Time Commitment

Dependent on issues that arise - significant issues are extremely rare. Attendance at Committee meetings every few months may be required.

This should require a max of 30 mins per week on average.

Tasks

Act as a first point of contact in relation to any concerns regarding a child, and respond appropriately to any concerns or disclosures.

Ensure that the Child Protection procedures are circulated and understood by all.

Report regularly to the Club Committee.

Coach Coordinator

Time Commitment

Max 4 hours per week

Tasks

Achieves at least a 1:2 coaching qualification.
Attends training sessions on occasion to ensure sessions are run to a high standard and activity is appropriate for the age group. Give coaches feedback as a result;
Makes sure all coaches have relevant coaching qualifications in place. Maintain a register of all coach/helper qualifications, ensuring that they are current. Where gaps are identified, liaise with Team Coaches to ensure they are filled on a timely basis;
Coordinate the annual intake of new age groups. Set up taster sessions, coordinate the new coaching team. Liaise with the Club Secretary to ensure all necessary qualifications and training are processed.

Website and Communications Helper

Time Commitment

Max 1 hour per week

Tasks

Maintaining and developing the Club website (rathounited.club);

Administering the Club GSuite account:managing the clubs documents in a folder structure; controlling account access

Coordinating the new player and helper registration process, liaising with team secretaries to manage intake;

Managing a master set of player data for the club, liaising with team secretaries and the Club Treasurer to ensure data is maintained during onboarding and off boarding of players;

Ensuring club data is handled appropriately and complies with GDPR regulations.

Kit Helper

Time Commitment

Max 1 hour per week

Tasks

Creates and maintains an asset register for all match day kit, ensuring that all match kit is accounted for upon return to minimise losses to the Club, Maintains an accurate record of match kit issued to each team

In association with the kit provider, promotes and manages the official Ratho United Club Shop.

Manages and distributes of all match day kit and bulk training kit orders;

First Aid Helper

Time Commitment

Max 1 hour per week

Tasks

Maintain an up to date register of all first aid qualifications held by RUYFC coach and helper volunteers. Where qualification gaps are identified, liaise with volunteers to ensure they are filled on a timely basis.
Take responsibility for the organisation of first aid courses, encouraging those volunteers who are not first aid trained to participate.
Support coach and helper volunteers to ensure that they have adequate first aid equipment. The purchase of first aid equipment is the responsibility of each team and should be reclaimed through the Team Expense process.

RATHO UNITED YOUTH FOOTBALL CLUB

CLUB ROLES

Club Secretary

RATHO UNITED
YOUTH FOOTBALL CLUB