Club Committee Invite – Dink Brighton

Now that Pickleball England is now recognised by Sport England as the National Governing Body for Pickleball in England and as such recognises Pickleball as an official sport I feel it’s now a good time to convert what I have been running under my business PADELFOXX Ltd into it’s own properly structured amateur sports organistion.

In order to do this, we need a number of voluteers to step forward to bring their time, skills, experience and enthusiasm to the roles on the committee. To kick this off I would therefore like to invite anyone who has joined me on the DINK Brighton journey over the past 18 months to consider what they could bring to the club and then nominate themselves for 1 or more roles.

If you’re interested, complete the form below before January 10th 2025.

Looking forward to working together to create the biggest and best Pickleball Club in the South East.

Twiggy

Role Descriptions

Club Captain (Chair)

Role Title: Club Captain (Chair)
Reports to: Club Members

Purpose of the Role:
The Club Captain (Chairperson) will lead the club, ensuring its effective operation, strategic growth, and adherence to its mission and values. This role requires fostering collaboration, promoting member engagement, and representing the club externally while ensuring it meets its financial, administrative, and legal responsibilities.

Key Responsibilities:

1. Leadership and Governance

Provide visionary leadership to ensure the club achieves its objectives and strategic goals.
Act as a key decision-maker, chairing committee and general meetings effectively and impartially.
Ensure the club operates in compliance with its constitution, policies, and relevant regulations.
Drive a culture of inclusivity, transparency, and accountability within the club.

2. Management and Coordination

Work closely with the committee and club staff to oversee daily operations and resolve issues effectively.
Coordinate and delegate tasks to committee members, ensuring responsibilities are clear and completed.
Monitor the performance of the club against set targets, identifying areas for improvement.

3. Member and Community Engagement

Represent the interests of members, ensuring their voices are heard in decision-making processes.
Act as the public face of the club, fostering relationships with members, sponsors, governing bodies, and the wider community.
Promote member recruitment and retention through engagement initiatives and by cultivating a welcoming environment.

4. Financial Oversight

Work with the Treasurer to ensure the club’s finances are managed responsibly, approving budgets and financial plans.
Support fundraising and sponsorship initiatives to secure the club’s financial stability.

5. Advocacy and Representation

Represent the club at external meetings, competitions, and events, acting as a liaison with governing bodies and partners.
Promote the club’s values, achievements, and ambitions to the wider community and media.

Skills and Attributes:

Leadership: Proven ability to inspire, motivate, and unite people toward a shared vision.
Communication: Strong interpersonal and public speaking skills to engage with diverse stakeholders.
Organizational Skills: Ability to manage time, delegate responsibilities, and oversee complex operations.
Strategic Thinking: Capable of setting long-term goals and navigating challenges effectively.
Financial Acumen: Basic understanding of budgeting and financial planning.
Problem-Solving: Proactive in resolving conflicts and addressing challenges within the club.
Passion for Sport: Commitment to the club’s activities and objectives.

Commitment Required:
The role of Club Captain (Chair) is voluntary and requires active involvement. This includes regular attendance at meetings, events, and club activities. Flexibility to dedicate time as needed is essential.

Term of Office:
1 year with the possibility of re-election.

Support Provided:
The Club Captain (Chair) will work alongside a team of dedicated committee members and may receive training or mentorship from the outgoing Club Captain (Chair) or governing body.

Secretary

Role Description: Club Secretary

Position Title: Club Secretary
Reports To: Club Chairperson/Committee
Commitment: 3 Hours a Week

Purpose of the Role

The Club Secretary serves as the administrative backbone of the sports club, ensuring smooth day-to-day operations and effective communication between members, committee, and external stakeholders. This role is essential to maintaining the club’s organisational structure and compliance with legal, financial, and sporting body requirements.

Key Responsibilities

1. Administrative Duties

Coordinate and prepare agendas, minutes, and documentation for committee meetings, Annual General Meetings (AGMs), and other official gatherings.
Maintain up-to-date and organised club records, including membership databases, legal documents, and meeting minutes.
Act as the main point of contact for internal communications within the club and external communications with governing bodies, sponsors, and other organisations.
Act as the main point of contact for enquiries about the club from the general public

2. Membership Management

Oversee the registration and renewal process for club members, ensuring accurate records of payments, waivers, and contact details.
Ensure members are informed about key dates, events, and requirements.
Handle membership inquiries and resolve issues promptly.

3. Fixture Scheduling

Plan and arrange fixtures for all club teams, including league matches, friendlies, and tournaments.
Inform club members, coaches, and players of scheduled fixtures in a timely manner.
Communicate any changes or cancellations promptly to all relevant parties.
Ensure adequate preparation of venues, including court markings, equipment, and safety checks.
Book and manage the club’s facilities to accommodate fixtures.
Maintain an accurate and up-to-date fixtures calendar.
Keep records of results and provide reports to the club committee or league organisers when required.

4. Compliance and Governance

Ensure the club adheres to governing body regulations, legal requirements, and policies.
Submit annual reports, updates, and other required documentation to relevant authorities
Organise and oversee the election of committee members in line with the club’s constitution.

5. Event Coordination

Support the planning and execution of club events, including fixtures, tournaments, and social activities.
Liaise with team managers, coaches, and volunteers to ensure events run smoothly.
Manage the booking of facilities and equipment as required.

6. Financial Oversight

Collaborate with the club treasurer to manage incoming and outgoing funds related to memberships, events, and sponsorships.
Assist in the preparation of the club’s annual budget and financial report.

7. General Support

Provide administrative support to the chairperson and other committee members as required.
Actively promote and support club growth, inclusivity, and member engagement initiatives.

Skills and Attributes Required

Strong organisational and time-management skills.
Excellent written and verbal communication skills.
High attention to detail and ability to handle confidential information.
Proficiency in Microsoft Office, Google Workspace, or similar software.
Knowledge of club governance and/or experience in a similar administrative role.
Enthusiasm for sports and a commitment to the club’s values and mission.

Treasurer

Role Description: Club Treasurer

Position Title: Club Treasurer
Reports To: Club Chairperson/Committee
Commitment: 3 Hours a Week

Purpose of the Role

The Treasurer is a key member of the club’s management team, responsible for overseeing and managing the club’s financial operations. This role ensures the financial health and sustainability of the club by maintaining accurate records, preparing budgets, and providing financial guidance to support the club’s goals and activities.

Key Responsibilities

Financial Management
- Manage the club’s bank accounts and ensure all financial transactions are accurate, transparent, and comply with regulations.
- Process payments, reimbursements, and monitor income streams such as membership fees, sponsorships, and fundraising activities.
Budgeting and Reporting
- Prepare annual budgets in collaboration with other committee members and present them to the board or general members for approval.
- Monitor the club’s financial performance against the budget and report on variances.
- Provide regular financial updates and end-of-year financial reports at committee and Annual General Meetings (AGMs).
Record Keeping and Compliance
- Maintain accurate and up-to-date financial records, including receipts, invoices, and bank statements.
- Ensure compliance with relevant laws and regulations, including tax requirements, filing annual returns, and meeting reporting obligations for nonprofit organisations (if applicable).
Fundraising and Sponsorship
- Work with other committee members to identify and secure funding opportunities through sponsorships, grants, and fundraising initiatives.
- Ensure all incoming funds are accounted for and allocated appropriately.
Membership and Fees
- Manage the collection of membership fees and track member payments.
- Maintain records of active members and address any payment-related issues.
Advisory Role
- Provide financial advice and insights to the club’s committee to support strategic planning and decision-making.
- Advise on cost-effective strategies and identify potential risks or financial challenges.

Skills and Qualities

Strong organisational and numerical skills.
Experience in financial management or accounting.
Attention to detail and accuracy in record-keeping.
Proficiency in financial software and tools (e.g., Excel)
Excellent communication skills to explain financial matters to non-specialists.
Trustworthy, reliable, and able to maintain confidentiality.

Time Commitment
The time required will vary depending on the size and activities of the club. Typical duties may involve a few hours each week, with additional time during key periods (e.g., membership renewals, event planning, and financial reporting deadlines).

This role is essential for ensuring the smooth financial operation of the sports club, contributing directly to its success and sustainability.

Welfare Officer

Role Description: Club Welfare Officer

Role Purpose:
The Club Welfare Officer plays a vital role in ensuring the safety, well-being, and inclusivity of all members, particularly children and vulnerable individuals. This person is responsible for implementing safeguarding policies, promoting a positive environment, and acting as the primary point of contact for welfare concerns within the club.

Key Responsibilities:

Safeguarding and Child Protection:
- Ensure the club complies with national and local safeguarding policies, legislation, and best practices.
- Develop, review, and promote the club’s safeguarding policies and procedures.
- Act as the first point of contact for any safeguarding or welfare concerns raised by members, parents, or volunteers.
- Manage and report safeguarding incidents in line with relevant guidelines.
Education and Awareness:
- Deliver or arrange safeguarding training for coaches, volunteers, and staff to ensure everyone understands their responsibilities.
- Promote a culture of inclusivity and respect within the club.
- Ensure all relevant individuals undergo the necessary background checks (e.g., DBS checks)
Support and Advice:
- Provide guidance and support to members, parents, and staff regarding welfare and safeguarding matters.
- Maintain confidentiality while ensuring concerns are appropriately escalated.
- Act as a liaison between the club and external safeguarding organizations or authorities.
Policy and Compliance:
- Ensure the club adheres to relevant policies from governing bodies and sport-specific welfare frameworks.
- Keep up to date with changes in safeguarding legislation and guidance, adapting club practices accordingly.
- Conduct regular reviews of safeguarding practices and identify areas for improvement.
Promoting Well-Being:
- Foster a welcoming and supportive environment for all members, ensuring the club is a safe and enjoyable place.
- Encourage feedback and input from members about welfare issues to identify potential improvements.
- Address bullying, harassment, or discriminatory behavior promptly and effectively.

Skills and Attributes Required:

Strong knowledge of safeguarding
Excellent communication and interpersonal skills.
Ability to handle sensitive situations with empathy and discretion.
Organisational skills to manage reports, records, and compliance processes.
Confidence to challenge and address welfare concerns effectively.
Understanding of diversity, equality, and inclusion principles.

Reporting Lines:
The Welfare Officer reports to the club’s management committee or equivalent governing body and liaises closely with coaches, parents, and external safeguarding organisations as needed.

Commitment:
The role requires regular attendance at club events, meetings, and training sessions, as well as availability to respond to welfare concerns as they arise.

By fulfilling this role, the Welfare Officer ensures the club remains a safe, supportive, and inclusive environment for all members.

Women's Captain

Role: Women’s Captain

Purpose:
The Women’s Captain serves as the leader and representative for the women’s competitive teams, acting as a role model, motivator, and point of contact for all team-related matters. This role ensures the team operates smoothly, fosters a positive environment, and upholds the values and goals of the organisation or club. Will require good communication with the Men’s Captain when coordinating mixed team activities.

Key Responsibilities:

Leadership and Team Representation:
- Represent the women’s team in meetings, events, and communications with club management or governing bodies.
- Lead by example, demonstrating professionalism, commitment, and sportsmanship on and off the field.
Team Coordination:
- Organize and facilitate team meetings, training sessions, and match preparations in collaboration with coaches or management.
- Ensure clear communication of schedules, updates, and team objectives to all members.
Support and Motivation:
- Encourage team members, fostering a supportive and inclusive atmosphere.
- Act as a confidant and mediator for players, addressing concerns and conflicts constructively.
Performance and Strategy:
- Collaborate with coaching staff to align the team with tactical plans and goals.
- Provide constructive feedback and share insights with players and coaches to enhance overall performance.
Administrative Duties:
- Assist in player registration, attendance tracking, and reporting of any disciplinary issues.
- Coordinate with other captains, coaches, or staff for logistical arrangements (e.g., travel, equipment, or facilities).
Welfare/Safeguarding Duties:
- Support the Club Welfare Officer in ensuring players adhere to the club code of conduct.
- Foster a welcoming and supportive environment for all players, ensuring the club training and competition dates are a safe and enjoyable experience.
- Address bullying, harassment, or discriminatory behaviour taking place at squad sessions and at competitive events promptly and effectively

Key Skills and Attributes:

Strong leadership, communication, and interpersonal skills.
A positive, approachable, and team-oriented attitude.
Dedication to the team’s success and well-being.
Excellent organisational and time-management abilities.
The ability to inspire and unify players across different backgrounds and skill levels.

Men's Captain

Role: Men’s Captain

Purpose:
The Men’s Captain serves as the leader and representative for the men’s competitive teams, acting as a role model, motivator, and point of contact for all team-related matters. This role ensures the team operates smoothly, fosters a positive environment, and upholds the values and goals of the organisation or club. Will require good communication with the Women’s Captain when coordinating mixed team activities.

Key Responsibilities:

Leadership and Team Representation:
- Represent the men’s team in meetings, events, and communications with club management or governing bodies.
- Lead by example, demonstrating professionalism, commitment, and sportsmanship on and off the field.
Team Coordination:
- Organize and facilitate team meetings, training sessions, and match preparations in collaboration with coaches or management.
- Ensure clear communication of schedules, updates, and team objectives to all members.
Support and Motivation:
- Encourage team members, fostering a supportive and inclusive atmosphere.
- Act as a confidant and mediator for players, addressing concerns and conflicts constructively.
Performance and Strategy:
- Collaborate with coaching staff to align the team with tactical plans and goals.
- Provide constructive feedback and share insights with players and coaches to enhance overall performance.
Administrative Duties:

Assist in player registration, attendance tracking, and reporting of any disciplinary issues.
Coordinate with other captains, coaches, or staff for logistical arrangements (e.g., travel, equipment, or facilities).

Welfare/Safeguarding Duties:
- Support the Club Welfare Officer in ensuring players adhere to the club code of conduct.
- Foster a welcoming and supportive environment for all players, ensuring the club training and competition dates are a safe and enjoyable experience.
- Address bullying, harassment, or discriminatory behaviour taking place at squad sessions and at competitive events promptly and effectively

Key Skills and Attributes:

Strong leadership, communication, and interpersonal skills.
A positive, approachable, and team-oriented attitude.
Dedication to the team’s success and well-being.
Excellent organisational and time-management abilities.
The ability to inspire and unify players across different backgrounds and skill levels.

Social Media Manager

Role: Club Social Media Manager

Role Overview:

In this role, you will be responsible for building and maintaining the online presence of our club across multiple platforms. You will engage with our fans/followers, promote events, celebrate achievements, and bring the club’s spirit to life online.

Key Responsibilities:

Content Creation and Management
- Develop and execute a comprehensive social media strategy aligned with the club’s objectives.
- Create, edit, and publish engaging multimedia content (text, photos, videos, graphics) for platforms such as Instagram, Facebook, TikTok, and YouTube.
- Cover live matches, training sessions, and events to capture and share behind-the-scenes moments.
Community Engagement
- Foster relationships with followers by responding to comments, messages, and mentions promptly and professionally.
- Monitor and manage online discussions to ensure a positive and inclusive community.
- Collaborate with players, coaches, and club staff to amplify their voices on social media.
Growth and Analytics
- Analyse performance metrics to assess the effectiveness of campaigns and content.
- Identify trends and insights to continuously improve social media performance.
- Grow the club’s follower base by implementing innovative growth strategies.
Campaigns and Sponsorships
- Work with marketing and sponsorship teams to promote club initiatives, matches, merchandise, and partnerships.
- Collaborate with sponsors to develop co-branded social media content that aligns with both the club’s and sponsors’ goals.
Brand Representation
- Uphold the club’s values, brand identity, and tone of voice in all content.
- Monitor the sports industry and competitors to ensure the club remains relevant and competitive online.

Key Skills and Experience:

Proven experience in managing social media platforms.
Proficiency in social media tools.
Strong photography, videography, and editing skills.
Excellent written and verbal communication skills with an understanding of sports language and culture.
Data-driven mindset with the ability to analyse and report on social media performance.
Knowledge of current social media trends and emerging platforms.
A passion for Pickleball.

Desirable Attributes:

Experience with live streaming and event coverage.
Basic knowledge of SEO and digital advertising.
Familiarity with fan engagement strategies and community building.

General Committee Member

Position Purpose:
The General Committee Member supports the smooth operation, development, and governance of the club. They work collaboratively with the committee to ensure the club meets its goals, promotes its values, and provides an inclusive, enjoyable experience for members and the community.

Key Responsibilities:

Governance and Planning:
- Attend and actively participate in regular committee meetings and the club’s Annual General Meeting (AGM).
- Assist in developing and implementing the club’s strategic plans, policies, and objectives.
- Ensure decisions and actions align with the club’s constitution, mission, and values.
Representation and Advocacy:
- Represent the interests of the club’s members in decision-making processes.
- Act as an ambassador for the club in the wider community, fostering relationships with stakeholders, sponsors, and partners.
Operations and Support:
- Provide support for club events, competitions, and fundraising activities as required.
- Assist with day-to-day club operations, including member engagement, recruitment, and retention.
- Ensure effective communication between the committee, club members, and external parties.
Compliance and Accountability:
- Help oversee the club’s compliance with legal, financial, and health and safety requirements.
- Contribute to maintaining transparency and accountability in club governance.
Collaboration and Teamwork:
- Work collaboratively with other committee members to achieve shared goals.
- Take on specific tasks or responsibilities as delegated by the Chairperson or Executive Committee.

Key Attributes and Skills:

Strong communication and interpersonal skills.
Ability to work effectively as part of a team.
Passion for Pickleball and commitment to its success.
Reliable, proactive, and able to meet deadlines.

Time Commitment:

Attendance at committee meetings (monthly/quarterly, as required).
Participation in club events and activities throughout the year.
Time to complete assigned tasks or projects outside of meetings.