MHHC Volunteer Roles

YOUR CLUB NEEDS YOU!

MHHC Club Volunteer Roles

Our Club is run by a dedicated band of loyal Officers and volunteers, and we wouldn’t be able to play hockey without the MHHC elves! Thank you!

At MHHC there are always things that need to be done, some jobs don’t take up much time and others are a little more in depth, but every little helps!

Listed below are some of the Officer and volunteer roles we have at MHHC. The Officers are elected at the AGM to form the Committee, and there are plenty of other non-elected support roles that help with the operation of the Club.

Each role varies in the time required and the responsibilities may change as each role evolves. Some roles can be held by an individual, and some can be shared by a group of volunteers. Many volunteer roles can be done entirely online and might simply involve checking shared Club spreadsheets and resources, while other roles will be more ‘hands on’.

If you decide to help our Club in any way, the Committee will give you all the support, help and guidance you need. Please get in touch if you would like more information on any of the roles listed below.

MHHC Officers

Officers of the MHHC Committee elected at the AGM.

Chair

Time required: varied; approximately 1–2 hours per month.

Direct the general affairs of the Club
Chair the Committee meetings and AGM
Assist the Club Secretary
Lead the Committee in making decisions for the benefit of the whole Club
Represent an unbiased viewpoint allowing free discussion to take place
Have the casting vote on any unresolved Club issues
Oversee disciplinary matters
Ensure Club representation at League, Regional and National levels.

Vice Chair

Time required: varied; approximately 1–2 hours per month.

Support the Chair and take the lead in their absence
Assist the Club Secretary
Manage sub-committees as required
Lead the Committee in making decisions for the benefit of the whole Club
Assist the Chair in disciplinary matters
Aid in the general operation of the Club.

Secretary

Time required: varied; approximately 1-3 hours per week.

Main point of contact for the Club
Principal administrator dealing with all Club correspondence, distributing to relevant Officers or volunteers for response as required
Attend the Committee meetings and AGM
Prepare and distribute the Committee meeting Agendas and keep and publish the minutes of Club Committee meetings and distribute copies as required
Carry out, or delegate, the administrative duties thereby enabling the Club and its members to function effectively
Work alongside the Treasurer to see that all affiliation/registration documents are accurate and are paid on time
Ensure Club website is up to date with all relevant Club information.

Treasurer

Time required: varied; approximately 1-2 hours per week.

Look after the finances of the Club
Ensure all cash and payments are promptly deposited in the bank
Pay bills, ensure that funds are spent properly
Keep detailed records of all accounts and ensure the Club operates within the annual budget
Hold bank account in the name of the Club
Act as a primary signatory on the Club account (and appoint 3 others as agreed by the Club Committee at the AGM)
Attend the Committee meetings and AGM
Report regularly to the Committee on the financial position of the Club
Prepare annual balance and profit & loss sheets for AGM and independent inspection
Affiliate the Club to England Hockey and to the relevant leagues and competitions
Work alongside the Secretary to register players.

President

Time required: varied; approximately 1 hours every few months, supporting the Committee when required.

Support the Chair
Special project involvement
Support the future development of the Club
Advise Committee on Club policy and support implementation where required
The President is typically the outgoing Chair, or a person who has given substantial support to the club and the role has been granted on an honorary basis. This role is not elected.

MHHC Volunteers

Non-elected support roles to the MHHC Committee.

Welfare Officer

Time required: varied; approximately 1–2 hours per month, plus support with specific welfare issues.

Point of contact for all welfare and safeguarding issues
Assist the Club to fulfill its safeguarding responsibilities
Manage Club DBS checks for coaches, Committee members and volunteers.

Welfare Assistant

Time required: varied; approximately 1–2 hours per month, plus support with specific welfare issues.

Work with, and assist, the Welfare Officer
Additional point of contact for welfare and safeguarding issues
Assist the Welfare Officer to fulfil Club safeguarding responsibilities
Assist with Club DBS checks.

Fixtures Coordinator

Time required: varied; approximately 15 minutes a week. Busier at the beginning of the season.

Point of contact for all fixture queries
Liaise with the Committee, coaches and captains as necessary
Make additional pitch reservations as required (e.g. rearranged fixtures, friendlies.).

Umpire Coordinator

Time required: approximately 15 minutes a week.

Point of contact for all match umpire queries
Organise the umpires for all Saturday matches
Keep the shared match umpire spreadsheet up-to-date
Liaise with captains and umpires as necessary.

Membership Secretary

Time required: varied; approximately 15 minutes a week. Busier at the beginning of the season when members register for the year.

Ensure all members are registered and have paid the appropriate membership fee
Update the debtors list monthly, and publish to the Committee and captains
Contact individual members regarding their unpaid fees.

Social Secretary

Time required: varied, depending on the number and type of event(s) planned.

Organise Club social events as required
Create/organise new events, as required
Coordinate two annual Club events: Christmas Party and End-of-Season Awards Presentation
Work with Club Events Team.

Club Events Team

Time required: varied, depending on the number and type of event(s) planned. There could be separate Junior and Senior Events Teams.

Assist Social Secretary with Club events as required
Create/organise new events, as required
Help with Junior tournaments.

Fundraising Coordinator

Time required: varied, depending on the number and type of fundraising planned.

Coordinate fundraising opportunities for the Club
Organise projects to enable fundraising
Look for sponsorship opportunities
Apply for relevant grants from local or national agencies
Work with the Social Secretary and Events Team regarding fundraising opportunities available at functions and events
Ensure funds are properly accounted for and information is passed on to the Treasurer
Set-up and sell tickets for lottery style draws or raffles on a regular basis
Apply and hold a small lotteries licence (if required).

Equipment Officer

Time required: varied; approximately 5 minutes a week, plus approx. 2–3 hours before the start of the season.

Manage Club equipment (e.g. balls, face-masks, first aid kits, bibs, etc.)
Purchase additional/replacement equipment as required
Point of contact for equipment and pitch issues
Liaise with coaches, captains and Committee as required.

Press Officer

Time required: approximately 30 minutes a week during the season, plus occasional publicity over the year.

Collate and send match reports to the Harborough Mail every Sunday during the season
Send other publicity to the paper to promote the Club and Club activites
Point of contact for Press/Harborough Mail.

Junior Club Captain/Senior Club Captain (x2 roles)

Time required: as and when, plus approximately one or two committee meetings every season.

Represent the views of the players at Committee meetings
Point of contact for players to raise issues
Represent the Senior/Junior section of the Club as required.

Register Administrator(s)

Time required: approximately 15 minutes a week, plus time to take the register at training session(s).

Responsible for the register at training
Record the training register on the shared spreadsheet/website
One administrator is required for each training session (Juniors, Men’s and Women’s).

Payments Administrator

Time required: approximately 30 minutes per month.

Enter the payment details from the clubwear spreadsheets into the website
Enter coach payment details from the training register into the website.

Team Captain

Time required: approximately 45 minutes a week.

Work closely with the Head Coach and other captains within the section
Liaise with the Head Coach as required to select team(s) via the website inline with the Club Selection Policy
Liaise with the Fixtures Coordinator and Team Manager to ensure communication of fixture details to opposition teams
Support and be responsible for the team on match days
Be a point of contact for the team
Liaise with the Team Manager to ensure match results and match sheets are recorded on the GMS, and result/player records are entered on the Club website.

Team Manager (can be non-playing, parents etc.)

Time required: approximately 30 minutes a week.

Be responsible for team kit (warm-up balls, first aid, face-masks, etc.)
Liaise with the Fixtures Coordinator and Team Captain to ensure communication of fixture details to opposition teams
Liaise with the Team Captain to ensure match results and match sheets are recorded on the GMS, and result/player records are entered on the Club website
Liaise with Umpire Coordinator, Fixtures Coordinator and Equipment Officer as necessary
Assist the Team Captain with any other administration tasks
Be a point of contact for the team.

Junior Training Assistant (can be non-playing, parents etc.)

Time required: 1–1.5 hours a week (needn’t be every week).

Assist coach(es) at Junior training sessions
No hockey experience necessary
England Hockey training courses can be provided.

MHHC Committee 2022