The following lists the key duties expected of the various roles on the Club Committee. Where a role is not filled, their key duties will be shared amongst other members of the Committee. The list is not exhaustive, but gives an indication of the responsibilities of the different posts.
Note that ALL committee posts will undertake a minimum basic Safeguarding training (some posts will require more comprehensive Safeguarding training) and ensure this is renewed at least every three years.
It is expected that ALL committee members try to attend the online Committee meetings (4 per year, every 3 months) where possible, and to take an active role in voting on Committee decisions.
Chair
The figurehead of the club, responsible for providing leadership and direction. Oversees the smooth running of the club, chairs committee meetings, and ensures that all officers are supported in their roles.
Key Duties:
- Lead and manage committee meetings and the club AGM, ensuring decisions are made and actioned.
- Represent the club at external meetings and events.
- Support other committee members in their duties.
- Ensure the club operates in line with its constitution and relevant governing body requirements.
- Take the lead in any negotiation of leases and contracts, e.g. for hiring the range field.
Skills & Qualities:
- Ability to lead meetings impartially and facilitate constructive discussion.
- Strong interpersonal skills to handle disputes or sensitive club matters with diplomacy.
- A proactive interest in the long-term growth and stability of the club.
Secretary
Acts as Archery GB’s primary point of contact for the club and manages all administrative communication within and outside the club. Since this is a busy and varied role, some duties may be delegated to other Committee members, e.g. Ordinary Members where appropriate.
Key Duties:
- Handle day-to-day administration and correspondence both within and outside the Club (e.g. with Archery GB)
- Organise committee meetings and the Annual General Meeting (AGM).
- Maintain membership records and manage new memberships, renewals and affiliation payments.
- Keep and archive official club documents.
- Order and distribute club merchandise (shirts etc).
- Maintain club distribution lists and channels (WhatsApp groups, email distribution lists etc).
- Register any courses and taster sessions with Archery GB.
Skills & Qualities:
- Attention to detail and ability to manage multiple administrative tasks simultaneously.
- Clear written communication skills for minutes, newsletters, and official correspondence.
- Responsive to emails and queries from Archery GB and club members in a timely manner.
Minutes Secretary
The custodian of the club’s formal record-keeping. This role focuses on the accurate capture of discussions, decisions, and action points during committee meetings, ensuring that the club has a clear and transparent history of its governance.
Key Duties:
- Create and circulate a meeting Agenda prior to all Committee meetings, the AGM and any EGMs.
- Prepare clear, concise, and objective minutes of each meeting, noting who attended, key discussion points, and all formal votes.
- Capture the core facts and outcomes of discussions without including unnecessary detail, ensuring the record remains objective, professional, and compliant with data protection standards, especially where any discussion involves sensitive, personal, or safeguarding issues.
- Highlight and distribute a “Summary of Actions” to committee members shortly after meetings and potentially prior to the next one to ensure tasks are not forgotten.
- Liaise with the Secretary to review draft minutes before they are circulated for approval.
- Ensure finalized and approved minutes are passed to the Secretary for official archiving.
Skills & Qualities:
- Able to follow complex discussions and distill them into essential points without losing the context of the decision.
- Capable of objectively recording discussions neutrally, ensuring that the minutes reflect the collective committee view rather than personal opinion.
- Able to handle sensitive, personal, or safeguarding information with absolute confidentiality, demonstrating the tact required to record essential facts without compromising privacy or professionalism.
- Show a commitment to a quick turnaround of minutes so that action points are fresh in members’ minds while they still have time to act on them.
Treasurer
Responsible for managing all club income and expenditure, ensuring transparency and accountability in financial matters.
Key Duties:
- Maintain accurate and up-to-date financial records.
- Ensure club funds are banked promptly and spent appropriately.
- Prepare financial reports for each committee meeting and the AGM.
- Oversee payment of affiliation fees and other required subscriptions.
- Manage any budgets allocated to specific activities or officers.
- Manage and maintain authorised signatories on the Club bank account.
Skills & Qualities:
- Comfortable managing spreadsheets and basic accounting (knowledge of Excel / alternative spreadsheet is a must).
- Absolute honesty and transparency in handling club funds and financial reporting.
- Disciplined with deadlines, particularly for fees and annual returns.
Safeguarding Officer
Primary contact for all safeguarding concerns relating to children and vulnerable adults.
Key Duties:
- Implement and maintain safeguarding policies and procedures in line with Archery GB guidance.
- Ensure DBS Enhanced Disclosures and other vetting checks are up to date for relevant roles.
- Record and report any safeguarding concerns in accordance with policy.
- Provide advice and guidance to members on safeguarding matters.
Skills & Qualities:
- A friendly, calm, and trustworthy demeanour that makes members (and juniors) feel safe to talk.
- Ability to handle sensitive or confidential information with strict professional integrity.
- Mandatory: Must be willing to undergo an Enhanced DBS check and complete comprehensive Safeguarding training (e.g., Archery GB specific courses).
Equipment Officer
Responsible for the care, maintenance, and inventory of all club equipment.
Key Duties:
- Maintain an up-to-date inventory, including locations of all equipment.
- Identify and arrange repairs or replacement of equipment.
- Oversee purchase of new equipment as authorised by the committee.
- Ensure all equipment is labelled, stored, and used correctly.
Skills & Qualities:
- Basic “handiness” and an interest in the mechanical upkeep of bows, targets, and stands.
- Methodical approach to tracking assets and keeping stores tidy.
- A keen eye for wear and tear that could pose a safety risk to members.
Records Officer
Manages official shooting records for all primary club members.
Key Duties:
- Process and maintain a record of all members’ official score submissions using a robust system.
- Record and maintain members’ handicaps and classifications in line with Archery GB rules and guidelines.
- Maintain and manage the list of Club shooting records.
- Provide up to date information to the Tournaments Officer as and when requested.
- Ensure scores are correct, and are stored for future reference (e.g. for claiming County records).
- Provide regular reports to club members on their progress.
- Manage the award and distribution of achievement badges.
- Maintain adequate stock of badges and order replacements when needed.
- Manage and award the Winter Points trophy.
Skills & Qualities:
- A high level of precision; mistakes in score tracking can affect classifications and handicaps.
- Proficiency with database systems or scoring software (e.g., Golden Records, advanced spreadsheets, web-based databases).
- Able to process scorecards regularly so members receive frequent progress updates.
Tournaments Officer
Organises and administers internal and external competitions run by the club.
Key Duties:
- Plan and manage the Club’s shooting calendar and tournament schedule.
- Ensure a varied shooting calendar and trophy types that supports both experienced and new archers in their progression.
- Maintain and update trophies, including tracking of winners, purchase and distribution of the physical trophies.
- Ensure any required equipment is available and set up for events.
- Liaise with external bodies for hosted competitions.
Skills & Qualities:
- Ability to coordinate logistics, people, and equipment for a scheduled event.
- Calm under pressure when weather or equipment issues require last-minute changes to a shoot.
- An understanding of what makes a shoot “fun” and inclusive for all skill levels.
External Shoots & League Officer
Coordinates the Club’s participation in external shoots and leagues, including administration of Kent Archery League membership and entries, if applicable.
Key Duties:
- Promote and coordinate participation in external competitions and leagues.
- Manage the Club’s involvement in the Kent Archery League, including member sign-up and communication.
- Maintain records of league participants, fixtures, and results where required.
- Act as the main point of contact with league organisers and external clubs.
- Encourage newer members to take part in external shoots and team events.
Skills & Qualities:
- Good organisational and communication skills.
- Ability to coordinate entries and respond to deadlines.
- Encouraging and approachable manner, particularly with less experienced archers.
- Interest in helping members engage with archery beyond the Club.
Courses Secretary
Administers the club’s Beginners’ Courses.
Key Duties:
- Act as the first point of contact for course enquiries.
- Manage course bookings and waiting lists.
- Collect application forms and relevant documentation.
- Ensure appropriate risk assessments are completed for courses.
- Issue course completion certificates.
- Provide support to both attendees and coaches during courses.
Skills & Qualities:
- Patience and a welcoming tone when dealing with enquiries from the public.
- Methodical approach to managing waiting lists and ensuring no applications are missed.
- Strong scheduling skills to align coach availability with beginner demand.
Social Secretary
Acts as the friendly face of the committee and helps the club feel like more than just a place to shoot. This role is about quality over quantity, focusing on a few key dates in the calendar.
Key Duties:
- Coordinate “Fun” Shoots, taking the lead on the non-archery parts of our themed shoots (e.g., bringing the mince pies for the Xmas shoot or sweets for Halloween).
- AGM Hospitality – Organize basic refreshments (tea, coffee, biscuits) for the Annual General Meeting to make it a more social environment.
- Tournament Support to act as a point of contact for hospitality when/if we host league shoots, such as organizing a simple tea/coffee station or a basic rota for snacks.
- Beginner Welcome – Briefly introduce yourself to new archers during Beginners’ Courses so they know who to talk to about club life outside of technical coaching.
- Manage a small, pre-approved “Social Fund” for sundries (milk, tea, prizes) and report spend back to the Treasurer.
Skills & Qualities:
- A “people person” who enjoys fostering a sense of community and making people feel welcome.
- Initiative to come up with engaging themes or small “extras” that enhance the club atmosphere.
- Ability to organize refreshments or prizes within a modest, pre-approved budget.
Junior & Young Adult Representative
Represents the views and needs of junior and young adult (U21) members to the committee (via the Safeguarding Officer if this role is filled by someone U18).
Key Duties:
- Act as a friendly point of contact for new junior members.
- Ensure junior members and their parents/guardians are aware of this role.
- Raise any junior-related issues with the committee.
- Liaise with the Tournament Officer to ensure the progression of junior members is met by the shooting calendar and trophies.
Skills & Qualities:
- Ability to relate to the experiences and challenges of younger members.
- Skilful at gathering feedback and presenting it clearly to the main committee.
- Often held by a young person (U21) or a parent who is highly engaged with the junior section.
Head Coach
Leads and coordinates the coaching team within the club.
Key Duties:
- Ensure coaching qualifications and renewals are up to date.
- Support and mentor other coaches and instructors.
- Identify coaching equipment needs and report them to the Equipment Officer.
- Promote best coaching practices in line with Archery GB guidance.
- Act as the coaching lead during beginner’s courses.
- Identify any other coaching needs within the Club.
Skills & Qualities:
- A passion for developing other coaches and supporting the progress of all archers.
- Mandatory: Must hold a valid Archery GB Coaching License (minimum Session Coach/Level 1).
- Mandatory: Minimum age 18.
- Mandatory: Must have a current Enhanced DBS check
- Mandatory: Must have up-to-date Safeguarding credentials (training in child protection and vulnerable adult safety)
Webmaster
Manages the club’s online presence and technical infrastructure.
Key Duties:
- Maintain the club website, including hosting and domain registration.
- Update content as required (or delegate updates where appropriate).
- Ensure the website complies with relevant data protection and safeguarding standards.
Skills & Qualities:
- Experience with website CMS (ideally WordPress) and basic knowledge of domain/hosting management.
- Understanding of GDPR and online safeguarding (e.g., rules around posting photos of juniors).
- Commitment to keeping the “front door” of the club (the website) accurate and current.
Ordinary Member
Committee members without a specific portfolio who contribute to discussions, decision-making, and club activities.
Key Duties:
- Support committee projects and initiatives.
- Assist with events and activities as required.
- Help out other Committee posts with their duties, some of which may be delegated to Ordinary Members.
- Attend and participate in committee meetings and vote on Committee decisions.
Skills & Qualities:
- A “can-do” attitude and a readiness to help out with various tasks as they arise.
- Ability to contribute to discussions and support the decisions made by the wider committee.
- Regular attendance at meetings, and responsiveness to approval requests, to ensure a quorum for voting and to allow wider perspectives to be considered.