Volunteer Roles

• Spokesperson for Club to Association, Media, etc.
• Chair Club meetings and prepare agenda.
• Oversee smooth operation of all Club affairs. Monitor and ensure harmony among members.
• Strategic long-term development planning in collaboration with Board.
• In collaboration with management Committee, formulate Club policies and oversee their implementation.
• Be familiar with the Statutory Obligations of the Association Incorporation Act as outlined in the Office of Fair Trading, Incorporated Association Good Business Guide.
• Arbitrate disputes among Club members in accordance with Club policy on dispute resolution.
• Recruit and train Vice President.
• Assist coordinators with coaching recruitment.
• Monitor all Club budgeting.
• Brief incoming President on Club Procedures.

• Provide notice to members of forthcoming meeting dates.
• Provide notice and agenda to Board members of Board meetings.
• Take down & record club minutes of meetings.
• Maintain meeting attendance record.
• Circulate minutes to appropriate administrators as soon as practicable after each meeting.
• Table previous minutes at Club meetings.
• Maintain meeting minutes and correspondence files.
• Ensure Club president signs master copy of each General Meeting minutes.
• Process outward and inward correspondence received electronically.
• Upgrade and publish Club membership forms.
• Process hockey player clearances.
• Issue Patron & Life Member invitations to Annual Presentation.
• Brief incoming secretary on Club procedures.
• Collect inward correspondence from post office box weekly and act upon same as deemed necessary.
• Process outward correspondence as soon as practicable.
• Table all correspondence at Club meetings including accounts (liaise with Club Treasurer).
• Maintain correspondence file.
• Ensure that all paperwork is completed and kept as required for regulatory compliance.
• Lodge the annual return of the club with the office of fair trading within one month of AGM. Details in OFT Good Business Guide

• Prepare monthly treasurer’s report including financial statements
• Prepare quarterly BAS return
• Keep & maintain an assets register
• Prepare annual budget
• Organize annual audit of the clubs financial affairs as per requirements of the office of Fair Trading (Good Business Guide, P47) in conjunction with Auditors requirements.
• Present Auditors Report at the AGM as required by law
• Monitor financial management procedures.
• Brief Incoming treasurer on club procedures.
• Present accounts for payment at monthly meetings ensuring all payments are approved by the management committee and recorded in minutes
• Keep and maintain cheque books
• Make all payments & keep all documentation re payments
• Allocation of all monies for payment of accounts
• Prepare invoices re field use
• Manage club insurance policies
• Liaise with employed bookkeepers.
• Ensure all financial records on Majestri are kept up to date.
• Maintain EFTPOS capability.
• Oversee the issue and operation of trade and credit/debit cards. 

• Assist President with duties as delegated.
• Gain experience to become the future President.
• Replace President in times of absence.
• Where possible represent an alternate section of the Club from the President. ie. juniors/men/women. 

• Maintain calendar for all time slots available at Shaw Park.
• Ensure Bookings are recorded, and terms and conditions of use are agreed to by user.
• Provide bookings information to Treasurer so that invoices can be prepared.
• Cleaning of bar room, all bar equipment and removal of rubbish.
• Stocktake bar unsold stock at end of June and forward net value to Treasurer.
• Liaise with BCC and other government agencies as required in relation to field maintenance.
• Be responsible for key register, collection and issue of all keys.
• Coordinate all clubhouse and facilities maintenance.
• All maintenance tasks are to be undertaken and completed as soon as practicable.
• Recruit other members with appropriate skills and equipment to assist Club where necessary.
• Coordinate surface preparation of fields ie. mowing, levelling, etc.
• Coordinate line marking of fields.
• Grass/weed control along paths, edging and fences.
• Maintain and secure grounds preparation equipment.
• Stocktake tools & equipment and present to Treasurer. 

• Oversee all matters related to Junior teams.
• Recruit Junior Registrar.
• Recruit Junior Coaches.
• Co-ordinate Junior sign on.
• Order Junior equipment through equipment officer.
• Issue approval of Graded Junior equipment purchases.
• Formulate and implement policy for continual improvement of services provided to Junior players.
• Ensure that each team has a coach and manager
• Coordinate (or delegate) Annual Presentation of Awards.
• Recruit Junior Development Coaches.
• Co-ordinate Junior break-up.
• Formulate Junior Development budget.
• Formulate and implement policy for continual improvement of services provided to Junior players. 

• Oversee all matters related to Junior teams.
• Recruit Junior Registrar.
• Recruit Junior Coaches.
• Each team is to have a Coach and Manager.
• Co-ordinate Junior sign on.
• Order Graded Junior equipment through equipment officer.
• Issue approval of Graded Junior equipment purchases.
• Formulate and implement policy for continual improvement of services provided to Junior players.
• Ensure that each team has a coach and manager
• Coordinate (or delegate) Annual Presentation of Awards.
• Recruit Junior Development Coaches.
• Co-ordinate Junior break-up.
• Formulate Junior Development budget.
• Formulate and implement policy for continual improvement of services provided to Junior players.

• Oversee all matters related to senior teams.
• Recruit Senior Registrars.
• Recruit Senior Coaches.
• Co-ordinate Senior Sign On.
• Formulate Senior budget.
• Order Senior equipment through equipment officer.
• Issue approval of all Senior equipment purchases.
• Formulate and implement policy for continual improvement of services to Senior players.
• Ensure that each team has a coach and manager
• Coordinate (or delegate) Annual Presentation of Awards.

• Oversee all matters related to senior teams.
• Recruit Senior Registrars.
• Recruit Senior Coaches.
• Co-ordinate Senior Sign On.
• Formulate Senior budget.
• Order Senior equipment through equipment officer.
• Issue approval of all Senior equipment purchases.
• Formulate and implement policy for continual improvement of services to Senior players. 
• Ensure that each team has a coach and manager.
• Coordinate (or delegate) Annual Presentation of Awards. 

Role is generally only required during the start of the season

Usually busier during preseason

One Registrar required for each branch 

Approx 1-2 hours per week 

Usually 1 hour a week for 3-4 weeks at end of the season

• Maintain Club website at direction of Management Committee. 
• Gather information on relevant hockey issues from any Available sources ie. Coaches, Administration team, FIH, Hockey Australia, Hockey Queensland newsletters etc. 
• Post news on the club website at the direction of Board Members.
• Add important event dates to the club calendar. 

• Train and certify umpires and umpire mentors according to Hockey Queensland regulations.
• Identify umpire training resources online and clinics and let club people know.

• Liaise with Branch Managers to identify turf requirements for training and trials in pre-season, and for in-season training.
• Liaise with turf managers, such as BHMG, to book required turf slots.
• Be the club’s contact person for any queries or concerns from turf managers.
• Collate and post calendar onto website calendar.

• Maintain playing statistics records.
• Maintain representative player records.
• Add photos to cloud storage.
• [Preparation of Annual Report in time for AGM]
• Update and publish (or delegate) Junior & Senior Handbooks if Applicable.

• Be aware of all available Grants and Fundraising opportunities through active engagement with private organisations and agencies at a Federal, State and Local Government level. 
• Bring to the management committee any available grant opportunities for discussion and selection of priorities for submission based on opportunity and need. 
• Liaise with agencies to prepare grant submissions as the responsible officer ensuring these meet all the relevant grants legal and statutory requirements for submission. 
• Process grant submissions through the relevant agencies responding to queries and issues as they arise.
• Ensure all grants monies are received by the club and used in accordance with the submissions made. 
• Acquit all grants and ensure all documentary and legal requirements for acquittal are met.

• Determine what purpose the funds are being raised for.
• Develop a fundraising plan.
• Identify potential sources of funds.
• Write the grant application or sponsorship proposal.
• Ensure the acquired funds are being used for the designated purpose.
• Maintain relationships with sponsors.
• Submit regular reports to the club committee.