Club Secretary

A youth soccer club secretary serves as the chief administrator, handling critical club operations such as team affiliations, player registrations, league communications, and match scheduling. They act as the primary point of contact between the club, regional governing bodies (like the County FA), and the league to keep the club functioning smoothly.

About the Role:

Responsible to:

• Executive Committee
• Chair

Responsible for:

• Managers / Coaches / Age Groups
• Parent Representatives
• Players and Parents

Role and Responsibilities:

• The day-to-day running of the clubs administration
• Up hold the club constitution and codes of Practice
• Ensure that the club and its officials/members function effectively.
• Provide the main point of contact within the club for all issues relating to the club.
• Work with all to provide information, instruction on club issues and topics.
• Be a good role model for all and teach good habits
• Encourage continued development of all members
• Provide constructive feed back to members, parents and team managers.
• Continue to develop as a General secretary

What sort of tasks is involved?:

• Liaison with all Team Managers
• Organisation of administration
• Planning and implementing structured policy & procedures in accordance with the leagues etc.
• Represent the club at outside meetings as directed by the executive committee
• Organise the booking of match facilities for the season and/or weekly
• Attend league meetings
• Monthly team mangers meeting
• Affiliate the club with Somerset FA and the Taunton & District Youth League.
• Organise the AGM
• Register Players to the leagues

How much time will I have to give to the role?:

• General Secretary activities will, depending on a number of factors, however, it should take up approximately 4 hours a week. Many of these hours will be weekends and in the evenings.
• Other duties associated with the tasks outlined above are spread across the week.

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1. Administration & Compliance

• Affiliation & Registrations: Managing the annual affiliation process with governing bodies and registering all players and coaches with the league.
• Document Management: Safely maintaining club records, including birth certificates, insurance policies, and previous meeting minutes.
• Rule Adherence: Ensuring the club adheres to all local, regional, and national soccer rules. [1, 2, 3, 4, 5, 6]

2. Communication

• Central Point of Contact: Acting as the main hub for correspondence from leagues, referees, parents, and internal coaches.
• Meeting Management: Organizing committee meetings and the Annual General Meeting (AGM) by preparing agendas, taking accurate minutes, and notifying members.
• Information Distribution: Keeping parents and players updated on club policies, code of conduct, and major activities.

3. Fixtures & Matchdays

• Fixture Coordination: Managing match schedules, liaising with opposition clubs, and handling any fixture changes.
• Facility Bookings: Booking and confirming venues for both team training sessions and home matches.
• Matchday Administration: Ensuring correct paperwork (e.g., team sheets, match results) is submitted to the league on time.

4. Welfare & Discipline

• Disciplinary Tracking: Keeping records of player/coach cautions, suspensions, and processing any required fines.
• Safeguarding Support: Collaborating with the Club Welfare/Safeguarding Officer to ensure all coaches possess valid background checks (e.g., DBS) and mandatory qualifications.