Club Volunteering

Your Club Needs You!

Cults Otters are on the look-out for extra help to help manage and support the day to day running of the club, and many hands make light work! This time of year is especially important as the club looks ahead to the new season, and allows time for smooth transitions for role handovers.

Volunteering with the club is easy. No experience is necessary, initially just some enthusiasm and a desire to help in a club with a sport your swimmer enjoys doing. Any training that is required will be provided and ususally in discussion with the present role-holder, and there are many different volunteering opportunities and roles to suit your skills and experience.

If you can spare an hour a week or an hour a day, your time will really make a difference to the club and our swimmers.

Roles

The following sections are a listing of roles within the club that keep things ticking over for the benefit of all swimmers and members. Most roles require a Vice- or Shadow – please get in touch should any be of interest.

Key Committee Roles

The following tabs highlight the key committee roles that are required to be filled for the running of the club, as determined by the club constitution and Scottish Swimming, for the safe and effective running of the club.

Ideally, all of these roles will have a Vice position, to allow role sharing and a smooth transition as terms of office reach completion.

Club Chairperson

The club chairperson is the principal officer for the club and is elected by the club members for a 3 year term.

Your Skills

  • You will have a passion for sport with a good knowledge of sports clubs, aquatics or leading an organisation.
  • You will demonstrate strong leadership skills and experience in leading a group of like-minded individuals for a common purpose.
  • You will be approachable, diplomatic and helpful.
  • Have the ability to maintain harmony in the club.
  • You will represent the wishes of the club and all of its members at external meetings.

What do the Club ask of this role?

  • To provide direction and leadership to the club, dealing with issues as and when they arise.
  • To chair meetings; setting the agenda to support the development of the club.
  • To oversee decisions made by the committee, sub committees, officers and other club personnel.
  • To prepare and present the annual report in conjunction with the Secretary (if necessary).
  • To help ensure the correct and smooth running of all aspects of the club in accordance with its rules, constitution and by-laws and also Scottish Swimming.

Level of Commitment

Time commitment does vary, but it does include attendance at club meetings and attendance at meetings with the Local Authority, pool operators, Scottish Swimming, SASA North District and UoAPS Partnership clubs;  There may be other time commitments in addition to this in order to fulfill the above criteria.

What will you gain from the experience

This is a pivotal and highly rewarding role which success and impact on the club will be determined by your own ambitions and enthusiasms.

As well as your ability to guide and engage others, it is an opportunity to take on a new challenge and influence the future direction of your club.

 

NCOX Chair Role Descriptor Nov2023

 

Club Secretary

The Club Secretary is key to the smooth running of the club. They provide a main point of contact for administration, information and communication.

Your Skills

  • You will be enthusiastic with experience in managing and supporting others.
  • You will be an excellent communicator with good verbal, written and IT skills.
  • You will have good administration skills, including word-processing and minute-taking.
  • You will have excellent organisational skills.
  • You will have confidence to represent the club at external meetings.

What do the Club ask of this role?

  • To act as a main point of contact for the club.
  • To manage the day-to-day running and administration of the club including all internal and external correspondence.
  • To organise committee meetings and AGMs, prepare agendas, take minutes, and distribute and communicate these as appropriate.
  • To have a good knowledge and understanding of the roles and responsibilities of other club committee members.
  • To be first point of contact for membership enquiries, arranging trials with appropriate squads and point of contact fro Scottish Swimming & SASA North District

Level of Commitment

Time commitments can vary depending on enquiries and messages received from Scottish Swimming & SASA ND, but generally only a few hours per month.  Expectation to attend committee meetings, AGM and SASA ND meetings as appropriate.

What will you gain from the experience

This is a pivotal and highly engaging role which success and impact on the club will be determined by your own motivations and enthusiasms.  As well as your ability to organise and manage the day-to-day administration and correspondence, it is an opportunity to take on a new challenge and support the development of your club.

 

NCOX Secretary Role Descriptor NOV2022

Club Treasurer

The Treasurer of the club is responsible for producing and managing the club’s accounts and finances and will oversee all income and expenditure for the club.

Your Skills

  • You will be enthusiastic with a good knowledge of managing finances.
  • You will have a good knowledge of managing accounts. Ideally you will have a knowledge of using and producing accounting spreadsheets or other accounting systems.
  • You will be reliable and honest.

What do the Club ask of this role?

  • To be responsible for all club finances by ensuring adequate accounts and records exist, and that all funds are used appropriately and banked promptly.
  • To plan the annual budget in agreement with the club committee and to monitor throughout the year.
  • To prepare end-of-year accounts and present to the auditor/independent examiner, committee and AGM.
  • To plan floats with Fundraising members who would need to collect or pay out cash and make them aware of procedures.

Level of Commitment

This will vary depending on the time of year, but will include attendance at club meetings, and ongoing budget and financial responsibilities.

What will you gain from the experience

This is an integral, detail-orientated role which success and impact on the club will be determined by your own integrity and enthusiasm.

As well as your ability to contribute to the management and governance of the club, it is an opportunity to take on a new challenge and facilitate the growth and development the clubs finances.

 

NCOX Treasurer Role Descriptor Nov2022

Club Child Welfare & Protection Officer

This role is essential in providing a first point of contact for children, parents and adults within the club who have a child safeguarding or welfare concern.

Your Skills

  • You will have a child-centred approach.
  • You will have basic administration and record-maintenance skills.
  • You will have excellent communication skills.
  • You will have confidence when referring cases externally.
  • You will have the ability to ensure policy and procedures are effectively implemented.

What do the Club ask of this role?

  • To be the first point of contact for club staff, volunteers, young people, and parents for any issues concerning child welfare, poor practice or potential or alleged abuse.
  • To ensure that all incidents are reported correctly and referred, in accordance with Scottish Swimming guidance.
  • To act independently and in the best interests of a child at the club, putting their needs above that of others and the club itself.
  • To ensure that all relevant club members, volunteers and staff have an up to date PVG and CWPS and the opportunity to access appropriate child safeguarding training.
  • To ensure that Codes of Conduct are in place for club staff, volunteers, coaches, competitors and parents.
  • To ensure confidentiality is maintained and information is only shared on a ‘need to know’ basis.

Level of Commitment

Time commitments can vary, but will include attendance at club meetings and dedicated time should any child protection concerns be raised.

What will you gain from the experience

This is a hugely important role requires the individual to take-on a certain level of responsibility to the club’s members.

As well as your ability to ensure Scottish Swimming’s safeguarding policies and procedures are implemented and adopted within the club, it is an opportunity to take on a new challenge and support the welfare of its members.

Key Volunteer Roles

The following tabs describe key roles in Cults Otters.  These roles revolve around the membership & competitions side of the club.  Good communication and organisational skills are sought for these roles, and volunteers to shadow are always welcomed!

Club STO Coordinator

The STO Coordinator is responsible for overseeing all STO volunteers within the club, and most importantly, ensuring they have a meaningful and positive experience.

Your Skills

  • Approachable and Good Listener
  • Confident and Effective Communicator
  • Well-organised
  • Enthusiastic and a good motivator

What do the Club ask of this role?

  • Act as the main contact for all volunteers and get to know all club volunteers and potential volunteers by name.
  • Liaise with the Chair, Coaching team & Secretary as to their volunteer requirements (or other similar positions within the club)
  • Organise recruitment events for officials.
  • Liaise closely with the Wellbeing and Protection Officer to ensure that each volunteer is aware of Scottish Swimming Wellbeing & Protection Policy and Procedures
  • Organise Timekeeper courses as required
  • Ensure opportunities for Judge and Starter courses are distributed and encouraged
  • Maintain a database of club technical officials along with their qualifications and training requirements and distribute information regarding courses and opportunities as required
  • Organise the officials for home competitions, once received from clubs
  • Organise the officials for away competition and North District competitions ensure correct numbers and qualifications within the correct timescales
  • Liaise with the District STO Convenor and distribute information from the District convenor, Scottish Swimming and British Swimming

Level of Commitment

Time commitment can vary dependent on club activities, and events attended.

 

What will you gain from the experience

This is an exciting and fundamental role which success and impact on the club will be determined by your own motivations and enthusiasms.  As well as your ability to organise and plan training of our club officials, it is an opportunity to take on a new challenge and impact the growth and development of Cults Otters.

Club Meet Secretary

The Club Meet Secretary is responsible for collating all meet entries for internal and external competitions for Cults Otters club swimmers, and our UoAPS Otters swimmers when competing at Level 2 events, ensuring members are correctly entered into selected events.

Your Skills

  • Very well-organised
  • Close attention to detail
  • Multitasking as frequently there are more than one meet entry in preparation at any one time
  • Good IT Skills
  • Can work well under pressure or with short time frames
  • Good communicator with parents, coaches and other clubs.

What do the Club ask of this role?

  • Act as the main contact for all swimmers entering competitions.
  • Liaise with the Treasurers, and Coaching team
  • Liaise with the UoAPS meet secretary and other organisers for the timely and correct submission of the Cults Otters entries.
  • Communicate with parents and coaches about entries, meet information etc.

Level of Commitment

Time commitment can vary dependent on club activities, and events attended.  Meet entries have a strict deadline, after which entries will not be accepted; the meet entry secretary must plan accordingly to ensure the meet entry is correct and submitted ahead of the deadline, liaising with the treasurers to ensure appropriate transfer of fees.

 

What will you gain from the experience

This is the fundamental role for competition entry for all of our members, and comes with a great satisfaction of a job well done when the entry has been submitted and the competition is underway.  It is an opportunity to take on a new challenge and impact the growth and development of Cults Otters.

Club Gala Organiser

The Gala Organiser is responsible for the development and management the clubs home competitions calendar, including preparation and advertising of the meet information and receiving meet entries.

Your Skills

  • You will have good organisational and planning skills.
  • You will be a good communicator, with IT skills.
  • You will be able to liaise with members of the committee, volunteers and other clubs for the delivery of home licenced gala events (currently 3 per year) and Fun Galas.

What do the Club ask of this role?

  • Act as the main contact for all clubs and entering competitions.
  • Liaise with the Treasurers, Administration, Meet Secretaries, STO Coordinator, Gala Catering, Fundraising and Coaching team

Level of Commitment

Time commitment can vary dependent on club activities.  Galas must be planned for and licenced up to 6 months in advance of the proposed date, securing pool hire and key officials.  During organised competitions the Gala Organiser is expected to be present for the duration of the event to ensure smooth running, and to answer any organisational queries.

What will you gain from the experience

A huge sense of satisfaction of a "job well done" when a gala is completed!

Club Membership Secretary

The Club Membership Secretary is the key link between the Club and Scottish Swimming membership team.  They look after the day to day registration of all club members with Scottish Swimming.

Your Skills

  •  You will be enthusiastic with experience engaging with a wide range of people and dealing with multiple queries.
  • You will be an excellent communicator with good verbal, written and IT skills.
  • You will have good administration skills, including word processing and have excellent organisational skills.

What do the Club ask of this role?

  • To maintain up-to-date information and contact details for all club members, updating and changes to membership throughout the year.
  • Managing the club annual membership renewals process with Scottish Swimming in March, and liaising with Club Treasurers to ensure associated fees are received and paid.

Level of Commitment

Time commitments can vary on a month by month basis.  March annual renewals is a busy period, but supported by other committee members and Scottish Swimming.

What will you gain from the experience

As the club membership secretary you will have a key and central role in the smooth running of the club.  This is a great opportunity to be involved in a part of swimming beyond just Cults Otters, and to be involved with Scottish Swimming.

Key Volunteer Roles (Continued)

The following tabs highlight some of the main volunteer positions across the club.  Generally the time commitment is from a few minutes a week upto a few hours per month, depending on the role and club activities.  Without volunteers fulfilling these positions the club would not function as smoothly as it does!

Club Trophies Secretary

The Club Trophies Secretary is responsible for the management the clubs trophies, their engraving, and the collection/issue, and the arrangement of medals for home galas.

Your Skills

  • You will have good organisational and planning skills.
  • You will be a good communicator.
  • You will be able to liaise with trophy/medal providers and engravers, aswell as the Cults Otters Gala Organiser and Treasurers.

What do the Club ask of this role?

  • Act as the main contact for all Trophy related enquiries.
  • Liaise with the Treasurers, Administration, Meet Secretaries, Gala Organiser, Parents and Trophies providers

Level of Commitment

Time commitment can vary dependent on club activities.  Generally the collection of the issued trophies ahead of the Summer Awards and Club Championships Awards will require some time to be set aside to ensure the prior collection and engraving.

What will you gain from the experience

Pride and satisfaction when a swimmer realises that they not only have won a club trophy, but their name is already engraved and along side those swimmers who were members of the club previously (and may have gone on to bigger and better things!).

Club Fundraising

The Fundraising Officer provides a central point of contact for fundraising queries and takes the lead on developing opportunities for fundraising activites at home galas.  Additionally, with the support of the committee, additional funds may be sought by accessing grants and other sources of funding.

Your Skills

  • You will be enthusiastic with a good knowledge of and interest in the club’s activities.
  • You will be an excellent communicator with good verbal, written and IT skills.
  • You will have good organisational and record-keeping skills.
  • You will have experience and/or an interest in sourcing funding opportunities.

What do the Club ask of this role?

  • To identify and target sources of funding for the club in association with the club committee.
  • To establish and develop effective working relationships with key local funding providers.
  • To promote and publicise any funding secured for the club through the club newsletters, website and notice board, in association with the Social Media Sec.

Level of Commitment

Often periodical time commitments, with more time in particular around home galas.

What will you gain from the experience

This is an exciting and fundamental role which success and impact on the club will be determined by your own motivations and enthusiasms.  As well as your ability to source funding opportunities, it is an opportunity to take on a new challenge and impact the growth and development of your club.

Club Team Manager

The Team Manager ensures team cohesion at aquatic events and competitions.  This may include the organisation of the logistics where the competition is at a different venue and group travel and accommodation is required.

Your Skills

  • You will be enthusiastic with a good knowledge of the club and its athletes.
  • You will be an excellent communicator, with the ability to communicate to a range of individuals including; athletes, parents, coaches and event staff.
  • You will have an understanding of competitions requirements to ensure athletes are prepared and ready to compete.
  • You will be able to relay information in a concise manner and make quick decisions based upon the best interests of individuals and teams.
  • You will have the ability to remain calm in difficult and changing situations.
  • You will have an understanding of IT including use of word processing, databases and spreadsheets.

What do the Club ask of this role?

  • To attend team manager training as required.
  • To regularly communicate with parents, verbally and in writing, to ensure they are aware of the full details of the event including; meeting points for departure and arrival, staffing arrangements, overnight accommodation and food and drink arrangements.
  • To be responsible for the administration and coordination of the team.
  • To provide a central point of contact for the team.
  • To be responsible for the safeguarding and wellbeing of athletes and staff.
  • To attend pre-competition/camp briefings as required.
  • To arrange all team travel, itineraries, accommodation, and team kit as required.
  • To provide information to athletes, coaches, parents/guardians as appropriate.
  • To undertake team selections as appropriate and in consultation with others.
  • To be responsible on behalf of the team for any protests lodged during a competition.
  • To promote positive team spirit and behaviours.

Level of Commitment

This will vary depending on the nature of the competition/event but would involve planning and preparation in advance and attendance at the competition/event as appropriate.

What will you gain from the experience

This is a fundamental, and highly influential role which requires the individual to take on a certain level of responsibility to the team members. Your success and impact on the club will be determined by your own motivations and enthusiasms.

As well as your ability to coordinate and manage teams during competitions and camps, it is an opportunity to take on a new challenge and facilitate the performance of your club and its athletes.

Club Kit Coordinator

The Club Kit Coordinator sources and provides swimming related club merchandise.

Your Skills

  • Good organisation and communication skills
  • Reliable & trustworthy
  • Approachable & friendly
  • Negotiating skills

What do the Club ask of this role?

  • Leading the promotion of club branded merchandising to club members.
  • Research and procure any items of equipment as requested by Committee
  • Establish, maintain and develop relationships with suppliers
  • Provide the Club Treasurer with all supplier invoices for settlement in a timely manner
  • Review pricing & current stock of kit/merchandise quarterly with Treasurer
  • Be the first point of contact for all merchandising/kit enquiries
  • Maintain pricing and catalogue records for all items of merchandise (all financial records for income & expenditure maintained by Treasurer)

 

Level of Commitment

Time commitments can vary, but likely an ad hoc few hours per month.

What will you gain from the experience

Being an integral part of the external facing part of the club – arranging and organising new kit for swimmers, trialing new products/items to be made available to club members.  This is a fulfilling role, ensuring Cults Otters look united as one-team at competitions!

Club Administrator

To ensure the Club is run effectively and efficiently whilst providing a safe environment for all.

Your Skills

  • Approachable and Good Listener
  • Confident and Effective Communicator
  • Tactful and Discreet
  • Well-organised and able to delegate
  • Enthusiastic and a good motivator

What do the Club ask of this role?

  • Act as the main point contact for arranging all pool hires (Cults pool and ASV); liaising with pool providers to cancel or extend hires due to competitions etc.
  • Maintain clubs HeJa communications platform, liaising with squad reps for Schedule updates etc.
  • Act as the main contact for all volunteers and get to know all club volunteers and potential volunteers by name.
  • Liaise with the Chairperson to ensure that all tasks required to run the club efficiently are carried out.
  • Co-ordinate the implementation of the volunteer recruitment and retention plan
  • Organise social and recruitment events for volunteers.
  • Liaise closely with the Wellbeing & Protection Officer to ensure that each volunteer is aware of Scottish Swimming Child wellbeing & Protection Policy and Procedures.

Level of Commitment

Time commitment can vary dependent on time of the year, and number of events being attended.  Pre-season planning (August and January) accompanied by key booking dates (December and May) will require some additional time in the order of a few hours dedicated time during those periods.

What will you gain from the experience

The role is a pivotal one within Cults Otters.  With a finger on the pulse of the club, this role ensures smooth running brought about with foresight and planning.  The experience will continually deliver role satisfaction throughout the year.

Hytek Administrator

To ensure the Clubs database of times and members is maintained appropriately.

Your Skills

  • Well-organised!
  • Some IT skills are desirable but learning can easily be undertaken during the role

What do the Club ask of this role?

  • Ability to keep the Hytek database of members and times upto date following each competition.
  • Upload times to Hytek online.
  • Distribute up to date Athlete Rosters and Meet Results to Club Meet Secretaries to enable accurate meet entries.

Level of Commitment

Time commitment can vary throughout the year, particularly during competition season.  Typical loading in of meet results and exporting for Meet Secretaries takes only a few minutes, whereas some of the database administration (new swimmers, leaving swimmers, and checks with Scottish Swimming) may take 30-60mins a month.

What will you gain from the experience

A vital role within Cults Otters sees the Hytek Admin person usually being the first to see meet results for all members.  Maintaining a clean sound database is fundamental to timely and accurate meet entries for all of our swimmers!

Social Media Secretary

The club social media secretary leads and promotes club activities using digital media, ideally to increase membership, increase income and/or raise the profile of the club within the community.

Your Skills

  • You will be enthusiastic with a good knowledge of and interest in the club’s activities.
  • You will be an excellent communicator, with good verbal, written and IT skills.
  • You will have good organisational skills.
  • You will have an interest (or ideally some experience) in marketing and promotions.
  • You will be computer literate and have a good understanding of social media and web design/development.

What do the Club ask of this role?

  • To develop a marketing and promotions plan for the club in association with the club’s strategic plan.
  • To develop, maintain and update the club notice board, website and social media accounts.
  • To promote and publicise all aspects of the club in a positive and equitable way through the production of informative newsletters, website updates and regular media releases.
  • To report on club events and the achievements of club members, both internally and externally. To assist in promoting non-swimming social events for the relevant members of the club as requested/approved by the committee.  To establish and maintain links with the local media (e.g. MBC News), and pool providers, promoting Cults Otters ASC.

Level of Commitment

Time commitments can vary - in general updating club Twitter/X after a meet may be only 5mins in a week, whereas a general refresh of the club website or liaising with local media may be 1-2hrs a week.

What will you gain from the experience

This is an exciting and fundamental role which success and impact on the club will be determined by your own motivations and enthusiasms.  As well as your ability to develop marketing material to promote the clubs activities, it is an opportunity to take on a new challenge and raise the profile of the club and its athletes.

Club Social Secretary

The Club Social Secretary is the focal point for non-swimming related social ‘fun’ activities for the club.  The may be simply arranging a Team dinner booking when Cults Otters travel to Inverness for away meets, involvement in the club Summer Awards or Club Championships presentations, or an annual Christmas trip to the panto!  Of course there is always room for more creative ideas...!

Your Skills

  • Good organisational and communications skills
  • Ideas for the more social side of Cults Otters
  • Party planning!

What do the Club ask of this role?

An enthusiastic person, committed to bringing enjoyment to swimmers and their families but very much not in a swimming pool environment!  This role has been open since 2020 (Covid…), and it would be fantastic to reinvigorate the club social scene.

Level of Commitment

Ad hoc commitment throughout the year, which may involve sending a few messages a term, to rolling up the sleeves and getting stuck in with awards presentations.

What will you gain from the experience

Smiles.  Laughter.  Satisfaction in knowing that your actions will have forged potentially life long friendships within the club for swimmers and families alike.

Gala Catering

The gala catering volunteers arrange the food & drinks for our three home galas during the year, plus assist with requirements for the Summer and Club Championships Awards.

Your Skills

  • Good communication, organisational and planning skills.
  • Approachable and reliable

What do the Club ask of this role?

The catering role suits a group of forward thinking planners and do-ers!  Capable of undertaking events working with the Gala Organiser, Treasurers and other members of the committee to provide quality food and drinks to show appreciation to volunteers attending the events.

Level of Commitment

A few hours of time in the weeks leading up to an event to plan requirements, and ideally being available on the day of the event to lay out and clear away food and drinks for our visiting clubs.

What will you gain from the experience

Although a relatively simple offering, the presentation of good food, drinks and refreshments to our members, or visiting and club STO’s is the principle means by which the club can say ‘thank you’ for their time.  This is a pivotal role and hugely appreciated by all.

The volunteering roles within the club are split into 2 groups. Scottish Swimming define some of these roles as being required for the safe and efficient running of the club (Governance roles), whereas other roles are purely administrative roles for the overall efficient running of the club (Voluntary roles).

Scottish Swimming also define a number of ‘Regulated roles’ within the club; these are roles which require both a Protecting Vulnerable Groups (PVG) disclosure and Child Welfare & Protection in Sport (CWPS) qualification to be in place prior to the commencement of the role.

The club asks that members in voluntary roles undertake a PVG, and that all club committee members (including Non-Regulated roles) also have the CWPS qualification.