The following Role Descriptions outline the key areas of responsibility for each role on the Committee.

Multiple Roles

It is acceptable for an individual Committee Member to fulfil two roles, although the following combinations are not acceptable:

• Any of the 3 ex-oficio roles (Chairman, Club Secretary, Treasurer)
• Treasurer and Membership Secretary (segregation of duties)
• The Welfare Officer should not be a member of the Coaching Staff

All Roles

All Committee members have the following responsibilities:

• Read, understand and abide by all Club Rules, Regulations, Policies and Procedures
• Deliver their roles with diligence and enthusiasm
• Act as ambassadors of the club
• As far as possible, attend all committee meetings and the AGM

Chairman

• Lead the strategic direction of the club
• Ensure that the club has appropriate Principles, Rules, Regulations and Policies in place
• Ensure the management committee is properly staffed, organised and effective in its duties
• Develop the roles of each committee member, and agree them with each individual
• Act as the key spokesperson for the club on external matters, including liaison with Tennis Wales
• Develop and maintain good relationships with the community and neighbours
• Support individual management committee members in the delivery of their responsibilities
• Chair the management committee meetings and the AGM, ensuring they are effective meetings
• Ensure that all members are kept informed and engaged on key issues relating to the club
• Act as Data Protection Officer for the Club
• Act as the key interface with Clubspark
• Conduct an annual risk assessment of the club, together with the Maintenance/Health & Safety Officer

Treasurer

• Overall financial management of the club, covering planning, accounting, treasury and reporting
• Manage the financial aspects of the club's development plan
• Produce an annual cashflow projection (Jan) ahead of setting membership fees
• Produce an annual budget (Mar) and monitor it throughout the year
• Maintain up to date records of all financial transactions
• Report regularly to the management committee on the financial status
• Prepare year end statements of accounts, and ensure these are appropriately audited or reviewed
• Present the end of year financial report to the AGM
• Manage the contract for the cleaning of the clubhouse

Club Secretary

• Be the first point of contact for all enquiries to the club, other than membership enquiries
• Deal with correspondence, and maintain accurate records
• Organise and minute the management committee meetings and AGM
• Manage the club's registrations to the LTA, TennisMark scheme and local leagues

Membership Secretary

• Maintain an accurate register of club members via the Clubspark system
• Work with the Clubspark Administrator to manage the Clubspark membership module
• Propose membership rates for approval by the management committee
• Manage the annual renewal process
• Deal with enquiries on membership matters by current and prospective members
• To ensure that new members receive a welcome email & induction when they join

Coaching Co-ordinator

• Oversee the coaching programme
• Ensure that club coaches have been checked with the Disclosure and Barring Service (DBS).

Compliance Officer

• Manage the annual Wimbledon Ballot and liaise with the LTA with regards the club's ticket allocation
• Encourage all members to become British Tennis Members (BTM)
• Encourage all members to sign up the Wimbledon Ballot on the LTA website

Publicity Officer

• Design the overall strategy for membership communications
• Develop and manage the CTC website
• Maintain the club calendar on the website
• Develop and produce an annual newsletter
• Develop and run any membership surveys
• Produce articles to be featured in local media

Marketing Officer

• Develop relationships with key community stakeholders
• Manage our club brand
• Identify fund raising opportunities e.g. grants and sponsorships

Welfare Officer

• Respond to any issues that arise for junior members and adults at risk in a confidential and sensitive manner
• Contact the LTA Safeguarding Team if a serious safeguarding issue has occurred
• Contact the Local Authority Children’s or Adult’s Social Care and the Police if appropriate
• Record any concerns reported to you on the Reporting a Concern Form and send to the Safeguarding Team
• Actively promote the safeguarding of all children, young people and adults at risk
• Ensure all club members are aware of their duty of care towards children, young people and adults at risk
• Support and assist your club to fulfil its safeguarding responsibilities when organising activities
• Ensure relevant people attend the LTA Safeguarding training and LTA Equality training

Chair of Tennis

• Lead the clubs competition agenda
• Encourage all teams and players to abide by our Principles of Respect and Fair Play
• Ensure that the Club is able to offer competitive tennis to all members who want to play
• Establish the structure and number of senior teams representing the club
• Appoint team captains, and ensure they understand their individual responsibilities
• Establish and champion our approach to selecting teams on a fair, balanced and transparent basis
• Work with captains to ensure that squads are balanced
• Prepare and issue fixtures list to captains
• Organise the annual club tournament
• Allocate International Tennis Numbers (ITN) using the ITN Description of Standards or on-court assessment.

Maintenance/Health & Safety Officer

• Act as Health & Safety Co-ordinator for the Club
• Conduct an annual risk assessment of the club (October)
• Ensure the First Aid kit is stocked, sign-posted and accessible
• Maintain the safe and secure operation of the courts, clubhouse and car park
• Establish and manage the maintenence and testing regime for the club facilities
• Ensure that any statutory inspection requirements are identified, carried out and recorded

Covid-19 Responsible Person

• Be an existing member of the club/venue.
• Be responsible for oversight of the Covid-19 risk assessment(s) at the venue/club – ensuring they are up to date and completed in a timely manner.
• Ensure the necessary level of risk assessment and risk mitigations are in place and acted on.
• They will be responsible for ensuring that the venue/club adheres to the return to play guidance responsibilities within their local context.
• Ensure the venue and its activities have an appropriate process for collecting information to support Test, Trace, Protect.
• Be a point of contact for liaison with Tennis Wales for reassurance and guidance along with bodies (e.g. Test, Trace, Protect) in relation to Covid-19.