Job Descriptions

ELECTED OFFICERS

Chairman

  • leads the Club and the Committee
  • may convene Committee meetings
  • chairs General Meetings and Committee meetings
  • exercises Chairman’s functions under constitution and regulations
  • serves on the Committee

Secretary

General functions

  • leads the Club and the Committee in the Chairman’s absence
  • chairs General Meetings and Committee meetings in the Chairman’s absence
  • exercises Secretary’s functions under constitution and regulations
  • serves on the Committee

Committee and general administration

  • may convene Committee meetings
  • in consultation with the jobholder, establishes and updates job description for each Officer
  • exercises Secretary’s committee and general administrative functions under constitution and regulations
  • produces and circulates a calendar for Committee meetings and AGM
  • rearranges meeting dates as and when necessary
  • produces the agenda for each meeting in liaison with the Chairman
  • circulates notice of each meeting with agenda
  • produces and circulates minutes of each meeting
  • undertakes other services needed for Committee meetings and General Meetings
  • undertakes other services in support of the Club’s governance
  • attends meetings of the Committee

Membership administration

  • administers the conversion of applicants into members, in liaison with the Treasurer and other officers
  • complies with Data Protection Officer’s reasonable requests for ensuring compliance with data protection and privacy laws

Mailing list administration

  • maintains the master mailing list of current members and supporters
  • shares master mailing list with Committee members who need it to perform their duties on request, and if permitted by privacy legislation, forwards messages from individual officers to some or all persons on the mailing list
  • complies with Data Protection Officer’s reasonable requests for ensuring compliance with data protection and privacy laws

Treasurer

  • manages the Club’s financial affairs
  • manages relations with the Club’s bank
  • In liaison as necessary with the Accommodation and Social Chess Officer, manages financial relations with the premises provider
  • prepares final accounts for Committee and AGM
  • prepares interim accounts as and when requested by the Committee
  • prepares annual budget for Committee ahead of the next financial year
  • complies with Data Protection Officer’s reasonable requests for ensuring compliance with data protection and privacy laws
  • exercises powers and duties assigned to him or her under the Club’s constitution and regulations
  • serves on the Committee of the Club

Events Director

  • organises and manages the annual Club Championship (normally OTB but online where circumstances require) during May and June of each year, or at such other times as the Committee may decide
  • recommends other tournaments and events for the Committee’s approval
  • organises and manages other over the board and online competitions and other events
  • may delegate organisation and management of all or any competitions or events to another person
  • complies with Data Protection Officer’s reasonable requests for ensuring compliance with data protection and privacy laws
  • serves on the Committee of the Club

Website Manager

  • manages the Club’s website
  • manages the Club’s social media accounts
  • complies with Data Protection Officer’s reasonable requests for ensuring compliance with data protection and privacy laws
  • serves on the Committee of the Club

Team Captain

  • captains the team to which his appointment relates in line with FIDE and ECF rules and the Captains’ Handbook
  • may invite persons to register as guest members for the purpose of playing in team matches
  • ensures fee payable by guest member is paid
  • at home matches, sees that tables, chairs, chess sets and clocks are set out ready for play and are put away after use
  • at home matches, sees that the premises owner’s security and anti-Covid checklists are implemented
  • does other necessary tasks in connection with the club’s use of its premises
  • complies with Data Protection Officer’s reasonable requests for ensuring compliance with data protection and privacy laws
  • exercises powers and duties assigned to him or her under the Club’s constitution and regulations
  • serves on the Committee of the Club

APPOINTED OFFICERS

Club Captain

  • normally captains First Team
  • Arranges fixtures for all teams unless a Team Captain does this for his own team
  • If required, advises on, decides and manages operational matters affecting two or more Teams
  • decides disputes between two or more Team Captains
  • maintains and updates the Captains’ Handbook
  • may delegate any functions to another Team Captain
  • attends meetings of the Committee

Child Protection Officer

  • Reports to: Club Committee
  • Requirement: Appointment is subject to a satisfactory enhanced DBS check if eligible
  • Purpose: To ensure that the Club has appropriate arrangements for keeping children and young people safe. To promote the safety and welfare of children and young people
  • Ensure that all issues concerning safety and welfare of children and young people who attend Club events are properly dealt with through policies, procedures and administrative systems
  • Ensure that everyone involved with the Club has access to the Child Safeguarding Policy and procedures and is aware of what they should do if they have concerns about a child
  • Receive, record and report information from anyone who has concerns about a child who attends an Club event
  • Advise and support staff and volunteers on safeguarding/child protection
  • Undertake annual monitoring and review of the policy
  • Assist with updating the policy in consultation with the Lead for Safeguarding
  • Take the lead on dealing with information that may constitute a child protection concern or an allegation about a member of staff or volunteer. This includes assessing and clarifying the information, and taking decisions where in consultation with colleagues, the Lead for Safeguarding, chair of the committee/board and statutory child protection agencies as required. Handle all information sensitively and confidentially
  • Consult with, pass on information to and receive information from statutory child protection agencies such as the local social care department and police. This includes making formal referrals to those agencies if required
  • Undertake “Duty to Refer” to the DBS if required
  • Report to each Committee meeting as required but at least once per year, on the level of risk management being achieved
  • Be familiar with how the local safeguarding board works and how to contact them
  • Be familiar with issues relating to child protection and keep up to date with developments
  • Attend training in issues relevant to child protection from time to time and share knowledge from that with other members of the Club

Equipment Officer

  • periodically tidies up the equipment cupboard at the club premises
  • reorganises the cupboard when necessary
  • sees that chess sets are complete and in order
  • recommends purchase of new equipment to the Treasurer
  • purchases new equipment with the Treasurer’s approval
  • reports to the Chairman or Treasurer, as appropriate
  • arranges for engraving of trophies

Accommodation and Social Chess Officer

  • attends social chess evenings when no match is taking place
  • sees that tables, chairs, chess sets and clocks are set out, ready for play, and are put away after use*
  • implements the premises owner’s security and anti-Covid checklists*
  • does other necessary tasks in connection with the club’s use of its premises*
  • in liaison with the Chairman, Secretary and Treasurer as appropriate, takes the lead in finding alternative or additional accommodation if and when necessary on a temporary or permanent basis
  • reports to the Chairman or Treasurer, as appropriate.

*Team captains or acting captains do these tasks on match evenings.

Data Protection Officer

  • advises Committee and officers on compliance with data protection and privacy laws
  • requests relevant officers to take specified action for ensuring compliance with data protection and privacy laws
  • prepares the Club’s Privacy Notice and other documents required for compliance with data protection and privacy laws
  • prepares, or advises the Website Manager on the content of, the Club’s online registration form to be completed by applicants for membership or to renew membership and persons wishing to be kept informed of the Club’s activities