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Secretary

Current Holder

Eddie Vermeer

📧 secretary@eastgrinsteadac.co.uk

Club Secretary

Role Overview​

The Club Secretary at East Grinstead Athletics Club (EGAC) provides essential administrative support to the Chairperson, ensuring the club’s operations run smoothly and efficiently. This role oversees the coordination of club activities, maintains compliance with England Athletics requirements, and serves as the primary point of contact for inquiries. The Club Secretary plays a key role in modernizing EGAC’s processes, supporting its goal of growing membership to 230–250 and maintaining a well-organized, volunteer-based club.

Key Responsibilities​

  • Collaborate with the Chairperson to plan club meetings and develop agendas with input from all club officers.
  • Circulate meeting details (time, location, agenda) to club members using standardized communication methods.
  • Take and distribute accurate minutes to meeting attendees, ensuring key actions are documented.
  • Follow up with relevant parties to ensure completion of actions arising from meetings.
  • Ensure meetings comply with EGAC’s constitution, including quorum requirements and election procedures.
  • Act as the first point of contact for club inquiries, using templated email responses where applicable.
  • Manage, send, and log all club correspondence, maintaining organized records.
  • Delegate administrative tasks to club officers or volunteers as needed.
  • Oversee EGAC’s affiliation with England Athletics, ensuring timely renewals via the myAthletics portal.
  • Verify that club insurance is current and appropriate for EGAC’s activities.
  • Maintain up-to-date records and reference files, including membership trends reported by the Membership Secretary.
  • Arrange handover or succession planning to ensure continuity of the role.
  • Declare and manage any personal conflicts of interest in accordance with club policies.
  • Handle club grievance and disciplinary correspondence in a professional and confidential manner.
  • Ensure EGAC applies for and receives its London Marathon club places entitlement each year.
  • Support modernization efforts, such as implementing Presli for safeguarding and standardizing processes.

Skills and Attributes​

  • Strong organizational and administrative skills to manage records, correspondence, and meetings.
  • Effective communication skills for engaging with members, officers, and external bodies like England Athletics.
  • Familiarity with or willingness to learn the myAthletics portal and Presli for affiliation and safeguarding tasks.
  • Basic understanding of GDPR and data privacy principles (training provided if needed).
  • Ability to delegate tasks and work collaboratively in a volunteer-based environment.
  • Enthusiasm for supporting EGAC’s modernization and growth objectives.

Time Commitment​

  • Approximately 3–5 hours per week, with additional time during peak periods (e.g., affiliation renewals in March–April, meeting preparation).
  • Most tasks can be managed remotely, with occasional in-person attendance at meetings or events.
  • Flexible hours, with higher demand during the start of the season (April) and for specific events like the London Marathon application.

Collaboration​

  • Works closely with the Chairperson to align on club priorities and meeting agendas.
  • Coordinates with the Membership Secretary to monitor membership trends and ensure accurate records.
  • Liaises with the Treasurer to confirm insurance and affiliation payments.
  • Communicates with coaches, volunteers, and members to address inquiries and delegate tasks.
  • Engages with England Athletics for affiliations, marathon places, and compliance matters.

Tools and Resources​

  • myAthletics portal: For managing club affiliations and accessing England Athletics resources.
  • Presli: Used for safeguarding and registration processes, in collaboration with the Membership Secretary.
  • Email templates: Standardized responses for inquiries, meeting notifications, and correspondence.
  • Spreadsheets or document management tools: For tracking correspondence, minutes, and records.
  • Access to training on myAthletics and Presli provided by EGAC or England Athletics.

Notes​

  • The Club Secretary is central to EGAC’s modernization efforts, ensuring streamlined communication and compliance with England Athletics standards.
  • The role supports the club’s goal of increasing membership and maintaining a vibrant, volunteer-driven community.
  • Flexibility and teamwork are essential, with support available from other club officers to manage workload.

Contact​

For matters related to this role, please contact: secretary@eastgrinsteadac.co.uk