Club Announcement – Honourable President & New Admin Role

Dear Clapham Rangers

After more than a decade, Gary Clark will step down as Director of Football this season and the Board aims to appoint a Club Administrator to oversee, manage and implement measures to improve the smooth running of the Club. Over the past 13 years the Club has grown from one to 20 teams from development through to U16s – a magnificent achievement but it now requires a new way of managing the administration of the Club’s activities, especially considering we are a volunteer-led Club.

Gary will remain an important part of the Club as U15s coach and Welfare Officer and help the new Administrator get up to speed in the new role.

Gary will be appointed Honourable President of the Club in recognition of his huge contribution to the Club’s success. He will continue to provide guidance and support. I personally would like to pay tribute to Gary’s passion and dedication to the Club over the past ten years.

The role of the Club Administrator is to be the central point for the Club undertaking two main roles; firstly, to oversee, manage and implement club administration activities and secondly, to support the Chair in ensuring the smooth functioning of the Board and volunteers.

The role profile is noted below. A minimum of ten hours a week increasing to 14 hours a week at the end and beginning of each season (April to August).

The annual fee is £10,000 to be reviewed after six months.

If you know of anybody who would be interested please send them the role profile and ask them to get in touch with me.

Deadline is Friday 10 January.

Best regards,

Simon Millson

Chairman – Clapham Rangers FC

Overview Role Outline: Club Administrator

Club Background

Clapham Rangers FC (CRFC) is a very popular youth football club based in Clapham, south-west London.  The club was founded in 2006 with one U10s team; now there are 20, from U7 to U16. Some 300 boys and girls are members of Clapham Rangers FC, with a further 60+ children (5 to 7 year olds) turning up to our weekly Saturday morning development training sessions.

Clapham Rangers FC plays in the London Saturday Youth Football League. We are a non-profit making organisation, where all profits are invested back into the development of the club. We are proud of the bursaries we grant, the expertise and dedication of our coaches and most importantly the personal development of young people who choose Clapham Rangers as their club.

Our Aims and Ambitions

Our coaches believe that every child can take a great deal of enjoyment from playing the beautiful game, and they are committed to helping young players develop to their full potential.

We believe football teaches many life lessons beyond the game itself. The emphasis is on building a positive mental attitude and learning to cope with defeat as well as celebrating victories. Coaches always insist on good behaviour and respect. Training sessions offer a fun, safe place to play football and the young people become good friends as well as confident players.

Club Philosophy

Values: We believe humility, effort, teamwork and respect are equally an important part of playing football as it is to achieve our ambitions.

Strategy: We train players to develop technical and tactical skills with a winning-edge attitude but without neglecting the mindset that it is great fun to play football.

People: We invest in developing administrators, volunteers, coaches, team managers, referees and players. We promote women’s football.

Education: We educate and support people through sport. We don’t just want to attract the best players locally but also use our Development Centre to nurture players to be good footballers and great people who play the game fairly.

Diversity: We are open, respectful and welcoming and because of our inner London location we are a meeting point for people from different backgrounds and cultures.

Social Change: We believe in the power of sport to bring communities and people together to be a force of social change.

Club Structure

Clapham Rangers is run by volunteer committee members led by our Chairman Simon Millson. Each of our teams has a dedicated coach who are managed by our Head Coach Wallace Hermit.

Role Outline

The role of the Club Administrator is to be the central point for the club undertaking two main roles; firstly, to oversee, manage and implement club administration activities and secondly, to support the Chair in ensuring the smooth functioning of the board and volunteer base.

In summary, the Club Administrator is responsible for:

  1. Administrating football activities – booking pitches and referees, League liaison, equipment management including goals and first aid kit, and coach qualifications renewal especially DBS and Safeguarding
  2. Oversight and liaison with volunteer roles especially Kit Coordinator, Registration Coordinator and LoveAdmin Coordinator, and Website and Social Media Coordinator to ensure processes are adhered to promptly and communications are clear and timely, and make recommendations to improve efficiency and effectiveness
  3. Managing all club communications in close cooperation with the Website and Social Media and Love Admin Coordinators
  4. Working with the Chairman to ensure Board meetings are effectively organised and minuted and agreements actioned and effective Board communication
  5. Maintaining effective Club records and administration processes and upholding the legal requirements of governing documents, charity law, Football Association and League (where relevant).

The Club Administrator will undertake these duties and play a key role in the day-to-day administration of the club.  It will be their responsibility to engage with the clubs wider volunteer base and delegate some of the administrative responsibilities of the club to our volunteers outside of the management committee and board to both reduce individual burden and to engage members and the local community.

Main responsibilities of the Club Administrator

  • Football Administration
    • Ensuring correct pitches are booked for home matches, referees have been confirmed and coaches and team coordinators have all required match information
    • Liaise with the different league teams to ensure CRFC teams receives, provides and disseminates accurate and timely information
    • Provide oversight and advice, and when required support, of the key football coordination areas within the club: trials, kit management and FA registration
    • Assist the Head Coach with the Trials process each season
    • Ensure timely communication of matches and results to both the Club and the league
  • Coordination and oversight of volunteer roles
    • Provide oversight and advice to the club coordinators ensuring joined up working and supporting in finding extra resource at busy times, and making recommendations to improve efficiency and effectiveness
    • Provide advice to the Team Coordinators; be the voice of Clapham Rangers FC to the TC group by answering queries and responding to issues
    • Manage a volunteer database of all members who have offered to support the club and utilise this support as best fits the club and the volunteer
    • Maintain a spreadsheet of volunteer hours the club utilise each month
  • Oversight and management of club communications
    • Working with the Social Media Coordinator ensure Clapham Rangers FC website contains relevant, update to date information that is easy to find
    • Manage the Clapham Rangers FC enquiries ‘inbox’ forwarding emails on to the appropriate coordinator or dealing with directly with the aim of responding to queries within 48 hours
    • Keep the CRFC annual calendar and communications plan up to date
  • Ensuring board meetings are effectively organised and minuted
    • Liaising with the Chair to plan meetings, four per year
    • Receiving agenda items from committee members
    • Circulating agendas and reports
    • Capturing actions at meetings
    • Circulating agreed actions
    • Checking that agreed actions are carried out
  • Maintaining effective records and administration
    • Keeping up-to-date contact details (i.e. names, addresses and telephone numbers) for the management committee, coaching group and (where relevant) volunteer members of the club.
    • Filing minutes and reports
    • Compiling lists of names and addresses that are useful to the organisation, including those of appropriate officials or officers of voluntary organisations.
    • Keeping a record of the organisation’s activities
    • Keeping a group online diary of future activities
  • Upholding legal requirements
    • Acting as custodian of the organisation’s governing documents
    • Checking quorum is present at meetings
    • Ensuring elections are in line with stipulated procedures
    • Alongside the Chair ensuring organisation’s activities are in line with its objectives
    • Ensuring charity law requirements are met
  • Board communication and correspondence
    • Responding to all committee correspondence
    • Online filing all committee correspondence received and copies of replies sent
    • Keeping a record of any of the organisation’s marketing and fundraising materials (e.g. leaflets or press releases)
    • reporting the activities of the organisation and future programmes to the board and members
    • Preparing a report of the organisation’s activities for the year for the Annual General Meeting

Terms of Reference

Hours: a minimum of ten hours a week increasing to 14 hours a week at the end of the season and beginning of season (April to August). The annual fee is £10,000 to be reviewed after six months. Job share is welcomed.

Location: working from home, attending all board meetings and some on pitch attendance required, especially on Saturday mornings on Clapham Common. Successful candidate is expected to do some admin work at the weekend, mainly reporting match fixtures and club results.

Reports to: Chairman of the Board

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