Introduction
The Club Secretary is the principal administrator and central point of contact for the Club, primarily responsible for the day-to-day running of operations, communications and record keeping. The Secretary works closely with the Club President and Treasurer to ensure the club operates smoothly and legally.
Each year the Club Secretary is nominated and voted into post at the Clubs AGM. The Club Secretary is responsible for compliance with the UK Licensing Act 2003.
Contract
This is a paid position limited to five (5) hours per week. The rate of pay and number of hours worked is determined by the Club Committee and will be periodically reviewed and amended as required. Any hours worked must be recorded and then approved by the Club President or Treasurer prior to being submitted for payment. Hours worked in excess of the agreed limit must be pre-authorised by the Club President.
Responsibilities
The following duties are responsibilities which include, but are not limited to, are outlined below (click a heading to expand that section):
- Any and all administration tasks required in the running of the Club.
- When at the Club, take any appropriate phone calls, check for messages, take messages when required. Respond appropriately if able to.
- Check emails on a daily basis, respond accordingly.
- Check the post and ensure any mail is presented to the appropriate owner. E.g., invoices are given to the Treasurer.
- Maintain the Club’s filling system both physical and electronic.
- Prepare any correspondence, memo’s and forms.
- Ensure all notices, documents and information on the Club which is displayed in the Club is up to date and current. This includes the Committee Members status, photo’s are all displayed on the notice board.
- Liaise with the Club Treasurer to ensure that all relevant licences are current and up to date.
- Be responsible for the general management of the Bar Steward role. If required, support the Bar Steward in the management of other staff.
- If required, deal with any HR requirements for all staff or Rep’s.
- Liaise and meet with the Bar Steward on a fortnightly basis (weekly if required) to ensure the smooth running of the Club and address any issues raised. If required, any notes from these meetings should be recorded. Inform the Bar Steward on any item which may impact their role and responsibilities within the Club from the Committee Meetings.
- Periodically review will all staff (quarterly) the status of the Club to communicate the financial status, operations, and any such topics deemed of interest. This should be done with the support of the Treasurer and President.
- Maintain the Citation H&S, HR Workplace contacts.
- Take ownership off all the paid staff working Contracts and Role Responsibilities.
- Together with the Club President, authorise and approve any paid hours booked by the Club Treasurer.
- Ensure the Bandits / Tote / Draw cash is counted and recorded with either the Club Secretary or Club Treasurer, and the Bar Steward (or nominated Senior Bar Staff member).
- Attend the Committee Meetings. Be responsible for (or nominate an individual to be):
- Preparation of the Agenda ensuring consolidation of any items raised via the Committee Communication Channels or the Membership Suggestion Box.
- Take the minutes of the Meeting. Ensure these are published with 72hrs of the meeting taking place.
- Ensure sign off of the previous meeting minutes.
- Attend the Clubs AGM. Be responsible for:
- Preparation of the Agenda ensuring consolidation of any items raised previously.
- Taking the minutes of the AGM, ensure they are published to the Committee for approval by the next Committee Meeting.
- To be a nominated key holder and hold all keys to all areas of the Club and Crown building. Maintain a key register to ensure a record of which individuals hold which keys to what areas.
- Book annual (or periodic as required) maintenance for the following for Club and Crown buildings:
- Annual Fire Extinguisher Service and Maintenance.
- Alarm Systems.
- Gas Systems.
- Electrical Inspections.
- When required, attend any maintenance or inspections regarding the Club and Crown building.
- Liaise with any trade resource required for any Club and Crown building maintenance, repair or new equipment installation.
- Ensure the building Fire Regulations are up to date. Ensure the Club is compliant, and all Staff and Committee are informed of their responsibilities. Organise a Fire Drill at least once a year.
- Ensure all Risk Assessments are completed. Communicate any concerns or issues to the appropriate Staff and Committee.
- Ensure all HSE issues and concerns are dealt with appropriately. These should be recorded and communicated to the Committee.
- Liaise with the Club Treasurer to ensure that the insurance for the premises is valid and reviewed as appropriate.
- Ensure the Clubs compliance with the UK Licensing Act 2003. The CWMC operates under a Club Premises Certificate (CPC). The Secretary is responsible for ensuring that the Club remains a “qualifying Club”.
Club Premises Certificate Compliance:
- The Club Secretary must ensure that the CPC is kept on the premises.
- The Club Secretary must nominate a person in writing who is responsible for the certificate and notify the Licensing Authority.
- The Club Secretary must ensure that the Club is not operating as a commercial business. Alcohol must only be sold to members and their guests.
- The Club Secretary must ensure that any Gaming Machines comply with the Clubs Gaming Permits (or Club Machine Permit).
Licensing Objectives:
- The Club Secretary is responsible for ensuring the Club promotes the four Licensing objectives:
- Prevention of Crime and Disorder:Managing behaviour within the club and ensuring compliance with gaming laws.
- Public Safety:Ensuring the venue is safe for members and guests.
- Prevention of Public Nuisance:Managing noise and disturbances, especially upon closing.
- Protection of Children from Harm:Strictly controlling access to alcohol and ensuring age restrictions are met.
Record Keeping & Administrative Duties:
- The Club Secretary is responsible for maintaining a register of members, including names, addresses, and details of membership
- The Club Secretary is responsible for accurate records (meeting Minutes) of Committee meetings where key decisions regarding Licensing are made.
- The Secretary is responsible for submitting the annual returns (Form AR41) to the Financial Conduct Authority (FCA).
- The Secretary must ensure the day to day running of the Club complies with the Club Constitution and Rules.
Alcohol Supply Control
- The Club Secretary is responsible for ensuring only people 18 or older, authorised by the Committee (through the membership) are supplied Alcohol.
- Ensure that regular risk assessments are completed and adhered to for Health & Safety and Fire.
- Ensure obligations under GDPR are adhered to.
- Ensure Staff are appropriately managed and the Club payroll adheres to regulations set out by HMRC.