Exec and Committee responsibilities

The Chair is responsible for the overall running of the club. Main responsibilities include:

  • Overseeing long-term club strategy

  • Ensuring the club is run in the best interest of our members and the local community

  • Chairing Exec and Committee meetings

  • Communicating matters of interest to our membership

  • Managing our relationship with external stakeholders e.g. venues, local government, hockey associations, sponsors

The Vice Chair of Performance (VCP) is responsible for the club’s performance strategy and oversees the playing of the men’s and women’s sides of the club

  • Includes organising coaching, training, and supervising coaching development.

  • Works closely with the Head Coach and Kidds’ Head Coach and provides assistance and advice to the MCC and WCC, who both report into the VCP

  • Manages coaching contracts 

  • Approves coaches’ invoices

The Vice Chair of Community (VCC) oversees the relationship between Wapping HC/Kidds with the wider community, including schools, local authority, charities and sporting organisations such as England Hockey

  • Works with the Welfare Officer to oversee welfare and disciplinary actions

  • Oversees CSR initiatives

  • Assists with overall club strategy and long-term planning

  • Provides support for community based events

The Treasurer manages the club accounts – ensuring that payments to and from the club are made efficiently

  • Setting the club’s budget to secure the club’s future

  • Assisting the club to develop new sources of revenue

  • Proactively identifying and managing the club’s financial risks

The Secretary supports the Chair

  • Organising, taking minutes and logging actions from Exec and Committee meetings

  • Organising the AGM and ensuring it is in line with the Constitution

  • Registering teams (women’s, men’s, O35, mixed) for their respective leagues

  • Sending club-wide emails to ensure the club is aware of any relevant developments

  • Assisting with ad hoc projects to help the club e.g. Team of the Year points

The Women’s and Men’s Club Captains support the captains on selection each week, managing the numbers and goal keepers, but also any disagreements within/across teams should they occur

  • Support the captains and coaches across the club, and should lead conversations with the leagues when required

  • Managing team registrations at the beginning of the season, ensuring players are playing at the correct standard of hockey

  • Work with the Goalkeeper Co-ordinator for GK allocation each week

  • Communicate club-wide notices to captains

  • Help the Treasurer manage subs payments

The Fixtures Secretary coordinates bookings and fixtures, and dealing with John Orwell, Lee Valley and other venues

  • Organising teas with venues and teams

  • Liaising with ULOs, Opposition Fixture Secretaries, Leagues, Treasurer and captains

  • Pitch bookings at the beginning of and midway through the season

  • New pitch bookings for ad hoc games, mixed, rescheduled games etc

  • Weekly updates to fixtures lists, and liaising with opposition re bookings and fixture swaps

  • Approve teas invoices

The Kidds’ Chair is responsible for the overall running of the junior section of the club. Main responsibilities include:

  • Overseeing long-term strategy of the junior section

  • Ensuring the junior section is run in the best interest of its members and the local community

  • Chairing Kidds committee meetings and liaising with the club’s Exec to ensure cohesion with the adult section

  • Communicating matters of interest to the parents/guardians of our junior members

  • Managing the junior section’s relationship with external stakeholders eg. hockey associations, schools, local government

  • Liaising with the club’s Sponsorship Secretaries to support relationships with sponsors

  • Providing support for community based events

The Kidds’ Head Coach is responsible for the junior section’s performance strategy and oversees the playing of the junior section. Main responsibilities include:

  • Organising coaching, training and supervising coaching development

  • Works closely with the Kidds’ Chair and Head Coach and provides assistance and advice to the club captains

  • Onboarding coaches and approving their invoices

The Kidds’ Treasurer manages the junior section’s accounts - ensuring that payments to and from the section are made efficiently

  • Setting the junior section’s budget to secure its future and make the most of its finances

  • Assisting the section to develop new sources of revenue

  • Proactively identifying and managing the junior section’s financial risks

The Kidds’ Welfare Officer oversees the welfare of the junior section

  • Work with the Kidds’ Chair and Kidds’ Head Coach to set welfare policies for the club

  • Offer confidential support to junior members and their parents/guardians

  • Investigate any disciplinary concerns

The Umpire Liaison Officers ensure that umpires are in place for all Wapping home matches, excluding pool umpire games

  • Preparing weekly schedule and allocating 10-25 umpires per week

  • Fulfilling the administrative responsibilities expected by the associations (e.g. all Wapping umpires are registered with them, paid for, names are inputted into the East League website etc.)

  • Addressing complaints made by umpires about teams, or by teams about umpires

  • Regularly liaising with other clubs’ ULOs. Confirming swap arrangement at start of season and conversing ad hoc to ensure umpiring needs are met

  • Working alongside the Umpire Development Officer to progress umpiring within the club (advancing existing and encouraging new)

The Head of Press plans media strategy in advance of the season

  • Keep the Press calendar updated on a monthly basis

  • Organise the cloud drive of club media assets

  • Assess changes to current and potential social media platforms

  • Provide training and documentation on social media posting, graphic design, photo and video editing

  • Liaise with Team Social Media Secs on content plans, designs and posting

  • Track photo opt out forms and comply with takedown requests

  • Delegate non membership queries on social media such as potential sponsorships, other clubs, sports bodies etc

  • Collate stats on club social media performance

The Social Secretaries create a social calendar for the season, agreed by committee

  • Liaise with Treasurer regarding financing

  • Organise the End of Season Dinner

  • Organise the Christmas & Halloween socials

  • Organise regular social events for the club

  • Work with the M1/L1 to arrange the annual fundraiser

  • Oversee team social secs to communicate social plans and collect money

The Social Media Officers release content on social media, covering weekly fixtures, results and other news/features from across the club

  • Post images and/or video from matches, crediting the creator

  • Work with Sponsorship Secretary to advertise sponsors as agreed in their contracts

  • Provide new content ideas

The Welfare Officers work with VCC to set welfare policies for the club

  • Offer confidential support to committee and club members

  • Investigate any disciplinary concerns

The Newsletter and Website Secretary writes our weekly Back Post newsletters that keep the club connected and updated with the week’s happenings and is responsible for keeping our website updated and full of useful information for those who want to find out more.

The Kit Secretary is responsible for ordering new equipment for training and games, and making sure teams and individuals can order Wapping merch to play and train in.

The Assistant Treasurer helps our treasurer with the club’s finances to ensure the right money is coming in and out of the bank.

To see the above roles displayed visually, check out our org chart