Volunteer Recruitment Policy

What are the Club’s aims?

·        To provide a safe, friendly environment for the teaching, learning and coaching of swimming

·        To teach all four recognised swimming strokes as laid down by the ASA laws

·        To encourage swimmers to go on to develop competitive swimming skills, allowing them to compete in galas, at local, County, District and National Level.

Why do we need volunteers?

We rely on volunteers to meet all of our aims. We work to ensure that we always have a sufficient number of highly qualified volunteers working within the club.

What do we do?

There are many different roles within the Club.

·        Committee posts, such as Treasurer, Secretary, Welfare Officer, and many others

·        Teaching and coaching

·        Team managing, supervision and helping at galas.

·        Officiating

If you would like to know more about the jobs then you can contact any member of the committee who will ensure you receive a copy of the job descriptions and can arrange for a member of the Committee or Workforce Co-ordinator to discuss the post with you in detail.

Other opportunities are also available, such as assisting teachers and coaches, and jobs that need to be done at competitions such as record keeping, announcing, raffle, etc.

Volunteers can help at as few or as many sessions as they want. Competitive events (galas) are normally held on Saturday evenings and can be anywhere! For events held further than 20 miles from Wellingborough, transport will be provided.

Who do we recruit?

We welcome anyone who is keen! Most of our current volunteers are parents, ex-swimmers or swimmers, but we are working to widen our catchment area.

We may also assist any members who wish to take their ASA Assistant Teachers course by paying a percentage of the cost of the course.

How do we recruit?

• Our workforce co-ordinator may approach you
• Posters on the notice board
• Via Club website
• Word of mouth
• By you reading our Newsletter!! ( published monthly )
• OR YOU CAN APROACH US!

If you are interested, contact any member of the committee and let us know what interests you, how much time you can give and what you would like to get involved with.  The workforce coordinator will then give you a booklet and information sheet to complete.

How do we make sure our swimmers are safe?

All volunteers who work directly with swimmers undergo an induction process. Additionally they are vetted by the ASA and Criminal Records Bureau and attend an ASA Child Protection Course. This covers the main policies of the club, health and safety arrangements and your training and insurance needs.

Who sort of training do we offer?

Formal Training

The club provides two main types of training opportunities.

·        Teaching/coaching. We will financially assist anyone willing to take their ASA teaching or coaching qualification and will help them find suitable courses. – leading to ASA qualifications for club helper, assistant Teacher, Teacher. If you want to go further, we can offer opportunities to do your Coaches qualification. We can also help you to attend workshops and seminars on a wide variety of swimming related topics.

• Officiating- The club offers qualifications for time keepers, judges and starters and can arrange for you to go on to do referees examinations.

Informal training

We can let you work alongside an experienced teacher or coach to gain experience before you go onto the next level of qualification.

We also try to pair you up with someone who will act as a mentor- a first point of contact if you need support or have questions.

Can I afford it?

Volunteering need cost you nothing but your time…..this is especially true of the Committee posts. The Club will pay your ASA membership for being a Committee member and also any legitimate out of pocket expense on presentation of a receipt to the Treasurer.

If you want to teach, the club will assist with the cost of courses, dependent upon the club’s financial situation.

For officials exams the club will try to pay the whole of the costs, dependent upon the club’s financial situation.

What sort of support can I expect?

Our helpers always work under the supervision of a teacher/coach. Our club head coach and other coaches are always on hand to offer support; you will not be left on your own. Teachers, once qualified, are allowed to work independently but you will not be expected to do so until we think you are confident.

Officials can gain practical experience by working alongside a qualified official, until ready to take the practical exam. We will also offer you a mentor (who may or may not be one of the people you are working with- the choice is yours) if you decide this would be helpful.

Other useful documents you might want to read

The Club Welcome Pack

Club Equity Policy

Club Child Protection Policy

Equal Opportunities Policy

Code of Ethics and Conduct

All of the above are available on our website or you can ask a committee member/workforce coordinator for a copy.

Who do I contact?

Ask any committee member who will arrange for you to discuss it with the

Workforce Coordinator.

You can also contact our Chairman, telephone numbers and email addresses are on the club Web site www.wasc.info who will be happy to answer any questions you may have.

Or contact our Workforce coordinator direct:  at wascswimming@hotmail.com who will be happy to provide all details.

Amended 19/2/08 Ally

WELLINGBOROUGH AMATEUR SWIMMING CLUB is run by volunteers.  Some roles have formal descriptions, others just a brief idea. 

If you are interested in any role please speak to our Volunteer Co-ordinator or any member of the committee.  WASC welcomes and values volunteers, so much so that some stay long after their children have left the club.

Roles in more detail

CLUB CHAIRPERSON

Role

Skills

·         Good understanding of the sport, the Club and business principles

·         Engenders respect from the committee, swimmers and club membership.

·         Well organised and able to delegate

·         Confident at public speaking

Main Duties

·               To chair and control the meetings of the management committee

·               Oversee the co-ordination of club activities

·               Oversee decisions made by the management and sub committees

·               Oversee the work of officers and other club personnel

·               In conjunction with the secretary present the annual report

·               In conjunction with the treasurer present the annual accounts

·               Consult with the secretary on the content of the agenda and minutes of meetings

·               Keep up to date on ASA laws, regional, county issues and club constitution

·               Ensure that statutory documents and other returns are filed on time

·               Agree with the treasurer on the use and investment of club funds

·               Report to the officers of the committee at the first opportunity of any instant decisions taken, and ensure that all policy decisions are ratified by the committee

Commitment

Benefits to Self

CLUB VICE CHAIRPERSON

Role

To support the Chairperson in guiding the committee in reaching decisions to ensure the progress and smooth running of the Club. To chair the Club committee in the absence of the Chairperson

Skills

·         Good understanding of the sport, the Club and business principles

·         Engenders respect from the committee, swimmers and club membership.

·         Well organised and able to delegate

Main Duties

·         To support and work alongside the Chairperson to ensure the progress and smooth running of the Club.

·         To chair and control committee meetings in the absence of the Chairperson.

·         Attend Club events as appropriate.

·         To be involved, where appropriate, in the co-ordination of club activities.

·         Keep up to date on ASA laws, regional, county issues and club constitution.

·         Report to the officers of the committee at the first opportunity of any instant decisions taken, and ensure that all policy decisions are ratified by the committee.

Commitment

Benefits to Self

CLUB SECRETARY 

Role

To ensure the smooth running of club administration.

Skills

·               Secretarial skills including minute taking and clerical administration

·               Good computer skills

·               Good verbal and written skills

·               Well organised and efficient

·               Sound knowledge of the club

Main Duties

·               Act as the main point of contact for the Club for the county, regional and national ASA

·               Assist with the day to day running of the club including all correspondence

·               Disseminate information to all members of the Club as necessary.

·               To process and deliver appropriate forms and information to and from county, regional and national ASA departments

·               Call committee meetings and AGM, prepare agenda, take minutes and provide officers with copies

·               Liaise with the Swimming and Competition secretary to ensure that pools are booked for all teaching and training sessions as well as all events hosted by the club

·               Book venues for Committee Meetings and AGM

Commitment

Benefits to Self

CLUB TREASURER

Role

Skills

·               Some financial background and knowledge of producing accounts.

·               Knowledge of using and working with spreadsheets or other account systems

·               Reliable and honest

·               Well organised and methodical.

Main Duties

·               To be responsible for the receipt of all monies and the timely payment of all bills

·               Issue receipts and keep records of all monies received

·               Bookkeeping for all Club activities in a manner to prevent fraud.

·               Plan the annual budget in agreement with the committee

·               Monitor the budget throughout the year

·               Ensure that funds are used appropriately

·               Prepare end of year accounts for audit and committee

Commitment

Benefits to Self

MEMBERSHIP SECRETARY 

Role                Keep records of all members including learners and organise the start date and time for new members

Skills

·               Well organised and efficient

·               Good computer skills

·               Confident and effective communicator

Main Duties

·               Work with Club Treasurer to collect and record annual subscriptions and fees

·               Issue all members with membership card and Club handbook

·               Maintain the Club’s membership database ensuring the information it is up to date

·               Communicate new and amended records to Ranx database manager

·               Organise tests for swimmers wanting to join the Club and notify them of results

·               Organise registers for learner swimmers

·               Organise certificates for learners at end of course

Commitment

Benefits to Self

Satisfaction of using and developing your organisational skills

GALA SECRETARY

Role

To ensure the smooth running of club competition events

Skills

·               Administration skills

·               Able to communicate by email

·               Good verbal and written skills

·               Well organised and efficient

·               Sound knowledge of the club

Main Duties

·               Responsible for the compilation of the Club’s annual gala fixtures in conjunction with club coach

·               Issue gala invitations for inter club galas and maintain lists of attendees and winners.

·               Return gala acceptance slips to other clubs

·               Issue fixture lists to all club officers, officials, swimmers and notice boards annually.

·               Liaise with pool manager regarding the booking of pool for inter-club and championship gala dates.

·               Organise officials and helpers for all galas

·               Book coaches for away galas when appropriate

·               Liaise with league secretaries and run league galas as required

·               Attend league AGM’s where possible

Commitment

Benefits to Self

TEAM MANAGER

Role                To select teams for galas

Skills

·               Well organised and efficient

·               Ability to use computer programmes and email

·               Confident and effective communicator

·               Understanding and impartial

Main Duties

·               Use the Club database to select a team.  Consult with Club and/or Squad Coach if appropriate

·               Issue slips to every swimmer selected giving details of the gala

·               Liaise with Club Secretary to ensure swimmers are registered to swim in the appropriate competitions/events

·               Liaise with Gala Secretary to ensure arrangements are made for transport of teams to away galas

·               Prepare risk assessment for event

·               Prepare team sheets for swimmers and officials

·               Ensure that the team arrive at the appropriate venue on time

·               Ensure that athletes report in good time for each event

·               Ensure that team behaviour is controlled

·               Submit results to Club Coach and Club Press Officer

·               Promote team spirit and treat other teams with respect, in victory and defeat

·               Follow and promote the ASA Child Protection policy

Commitment

Benefits to Self

EDUCATION and DEVELOPMENT OFFICER

Role                To source training opportunities for volunteers and to ensure they have attended a Child Protection course if necessary.

Skills

·               Well organised and efficient

·               Confident and effective communicator

Main Duties

·               Seek out and identify courses to match Club volunteer requirements

·               Keep in regular contact with Northamptonshire Sport

·               Offer available courses to appropriate volunteers

·               Book courses for volunteers and ensure they are informed of joining instructions

·               To assist the committee with the development of the Club’s action plan

Commitment

Benefits to Self

SCHOOLS LIAISON OFFICER

Role

To be the main link between the Club and local education establishments & organisations

Skills

·               Knowledge of local schools and colleges

·               Well organised and efficient

·               Sound knowledge of the club

·               Confident and effective communicator

Main Duties

·               Establish and develop links with local schools

·               Distribute information to schools

·               Manage and promote club links with identified schools

·               Liaise with Development Officer, Club Coach and Head teacher to organise taster/come and try sessions

·               Invite pupils via school links to attend specific taster/come and try sessions

·               Liaise with local Schools, Sports/Swimming Development Officer, Schools Sports Co-ordinators &  Active Sports Swimming Development Officer

·               Attend local Swimming Festivals

Commitment

Benefits to Self