1. PURPOSE

This document defines the key volunteer roles within Gomersal & Cleckheaton FC (GCFC), the responsibilities associated with those roles, and the governance structure through which the club operates.

It is designed to:

• Clarify responsibilities and accountability.
• Support succession planning.
• Ensure compliance with FA and Club requirements.
• Help volunteers understand their role within the wider club

2. CLUB ETHOS & VALUES

The Club is committed to providing football opportunities for children, young people and adults of all ages, backgrounds and abilities in a fun, safe, inclusive and supportive environment..

The Club will:

• Promote good behaviour and respect for others.
• Ensure all players play within the rules and spirit of the game.
• Promote the importance of teamwork, commitment and personal development.
• Play to win, but not at the cost of development.

The Club recognises that participation is a choice and strives to be a well-run club with excellent facilities, supportive coaches, respectful players and parents, and a welcoming community for everyone involved in grassroots football.

3. ROLE STRUCTURE

Volunteers are the backbone of grassroots football and GCFC. Without the time, dedication and commitment that our volunteers demonstrate each and every week, GCFC would simply not exist. Below are the roles required to support GCFC.

GCFC operates across multiple age groups, each led by a dedicated Age Group Manager. The club committee provides central governance and support, while each team is managed day-to-day by their Team Manager and Coaches.

The Club Secretary holds overall responsibility for club administration, including liaison with leagues and the FA. Pitch and league administration duties are delegated within the Secretary role and may be carried out by the Secretary directly or via appointed assistants.

4. REPRESENTATION

Role
Executive Committee
Management Committee
Football Development Forum
Chairperson
Vice Chairperson
Secretary
Treasurer
Welfare Officer
Marketing, Communications & Digital Officer
Football Development Officer
Facilities Manager
Fundraising & Sponsorship Co-ordinator
Registration Co-ordinator
Kit Co-ordinator
EBCSA Representative
Age Group Manager
Team Manager
Coach
Team Helper

5. CHAIRPERSON

Purpose

The Chair of the Club provides leadership and direction by overseeing the work of the Club committee in line with the club's ethos and development strategy, and being an advocate of the football club in the local community.

Key Responsibilities

• Lead the club in line with its ethos and objectives.
• Ensure there is a Club development strategy and that the committee is actively working to deliver it.
• Chair club meetings, setting the agenda and ensuring decisions are made clearly and recorded.
• Make decisions for the benefit of the whole club, including on disciplinary matters.
• Act as the club's primary point of escalation for matters that cannot be resolved at committee level.
• Oversee the work of the Club Committee and support committee members in their roles.
• Represent the club externally, including with the FA, County FA, leagues, and the local community.
• Ensure the club meets its obligations to the FA, relevant leagues, and its own constitution.

Commitment

Approximately 4–6 hours per week in a typical week, rising significantly during periods of disciplinary activity, strategic planning, or seasonal peaks such as pre-season and the AGM. Requires availability and responsiveness rather than fixed hours.

Accreditation

• FA Safeguarding for Committee Members (FA Mandatory)
• Enhanced DBS Check (Club Mandatory)
• Safeguarding Children Course (Club Mandatory)

6. VICE CHAIRPERSON

Purpose

The Vice Chairperson supports the Chairperson in the day-to-day running of the club and deputises in their absence. In addition to this, the Vice Chair holds specific responsibility for the club's governance and policy framework — ensuring that club policies are documented, current, and understood by all volunteers.

Key Responsibilities

• Support the Chairperson in the day-to-day running and leadership of the club.
• Deputise for the Chairperson when absent, including chairing meetings.
• Ensure the Club development strategy and plan is being executed against.
• Make decisions for the benefit of the whole club, including disciplinary matters.
• Oversee and support the work of the Club Committee.
• Act as advocate of the football club in the local community
• Own and maintain the club's governance document framework, ensuring all policies are documented, kept up to date, and reviewed at least annually.
• Coordinate the drafting and committee approval of new policies as required.
• Ensure all volunteers are aware of relevant policies and that changes are communicated clearly.
• Maintain a central policy register and ensure the club's governance documentation remains current.
• Support succession planning and leadership continuity within the Club.

Commitment

Approximately 4-6 hours per week.

Accreditation

• FA Safeguarding for Committee Members (FA Mandatory)
• Enhanced DBS Check (Club Mandatory)
• Safeguarding Children Course (Club Mandatory)

7. SECRETARY

Purpose

The Club Secretary is the principal administrator for the club and carries out or delegates all administrative duties that enable the club and its members to function effectively. This is a pivotal role with close involvement in the general running of the club. The Secretary is also responsible for coordinating all pitch bookings and league administration, either directly or through designated assistants

Key Responsibilities

• Serve as the official point of contact between the Club, County FA, leagues, and other clubs.
• Ensure club affiliation and league membership is maintained.
• Ensure effective correspondence and communication across the club.
• Provide and maintain minutes of meetings for official club records.
• Organise the club AGM and other club meetings.
• Represent the club at outside meetings at the direction of the main committee.
• Attend league meetings and report County Cup results.
• Pass on FA and County FA information to club members.
• Apply to join and maintain membership of relevant leagues.
• Work closely with the Facilities Manager on venue administration.
• Ensure all team managers are conversant with league rules.
• Deal with player transfers in accordance with league requirements.
• Ensure the club meets its obligations under UK GDPR, including maintaining a record of data processing activities, ensuring player and parent data is held securely, and acting as the club's primary point of contact for data protection matters.
• Owns the Data Protection Handbook.

Commitment

Approximately 6–8 hours per week

Accreditation

• FA Safeguarding for Committee Members (FA Mandatory)
• Enhanced DBS Check (Club Mandatory)

8. TREASURER

Purpose

The Treasurer's role is to ensure that the club stays financially sustainable, pays all expenses, and collects all monies owed to the club.

Key Responsibilities

• Collect subscriptions and all money due to the club.
• Pay bills and accurately record all financial transactions.
• Keep up-to-date records of all receipts and expenditure.
• Ensure that all cash and cheques are promptly deposited.
• Ensure that funds are spent in line with the club's objectives.
• Report regularly to the committee on the financial position of the club.
• Prepare bank reconciliations on a regular basis.
• Prepare a year-end statement of accounts and arrange for it to be audited.
• Present an end-of-year financial report to the AGM.
• Produce an annual budget and monitor it throughout the year.
• Help prepare and submit any statutory documents required (e.g. VAT, PAYE, grant reports)
• Maintain records of the Development Fund and report its balance and activity to the Executive Committee.
• Maintain oversight of all Club funds, including funds allocated to individual teams and age groups.

Note: Even if these duties are delegated to a professional officer, the Treasurer is still ultimately responsible. It is up to the Treasurer to make sure that any delegated work is done properly.

Commitment

Approximately 3 hours per week

Accreditation

• FA Safeguarding for Committee Members (FA Mandatory)
• Enhanced DBS Check (Club Mandatory)

9. WELFARE OFFICER

Purpose

To ensure that the club operates a safe, child-friendly environment and promotes good practice in line with the club's Child Protection Policy. To help club personnel understand their duty of care towards children and young people.

Key Responsibilities

• Ensure the club's safeguarding children policy, anti-bullying policy, and equality policy are in place and current.
• Ensure responsible recruitment processes, including DBS checks, are followed for all appropriate roles.
• Promote and implement The FA Respect Programme across the club.
• Act as the primary point of contact for welfare concerns and refer issues appropriately to the County FA or statutory agencies.
• Liaise with the Youth League Welfare Officer (YLWO) and County FA Welfare Officer.
• Communicate the Respect Programme and its aims to club officials, parents, and coaches.
• Monitor repeated incidents of poor behaviour and report to the committee.
• Ensure compliance with FA DBS requirements via The FA Safeguarding Online System.
• Encourage coaches and team managers to complete The FA's Safeguarding Children Workshop.
• Owns the Safeguarding Handbook.

Commitment

Approximately 3 hours per week

Accreditation

• Enhanced DBS Check (FA Mandatory)
• Safeguarding Children Course (FA Mandatory)
• Welfare Officer Course (FA Mandatory)
• FA Safeguarding for Committee Members (FA Mandatory)

10. FOOTBALL DEVELOPMENT OFFICER

Purpose

To lead the football development strategy of the club, ensuring that players, coaches and teams are supported in line with the club ethos, England Football Accreditation requirements and long-term development objectives.

Key Responsibilities

• Develop, maintain and promote the club's football philosophy and player development approach.
• Lead the club's England Football Accreditation activities and ensure compliance with accreditation requirements.
• Coordinate the production, delivery and review of the Club Development Plan.
• Support Age Group Managers, Team Managers and Coaches in delivering football in line with club standards and best practice.
• Promote a positive, fun, inclusive and development-focused football environment across all age groups.
• Work with the Welfare Officer to ensure safeguarding and Respect principles are embedded throughout the club.
• Identify coaching development opportunities and share best practice across teams.
• Represent football operations on the Club Committee.
• Gather feedback from managers and coaches and present recommendations to the committee.
• Chair the Football Development Forum and support communication between teams and the committee.
• Monitor participation levels and support the sustainable growth of football opportunities across the club.
• Ensure football activities remain aligned to the club ethos and long-term objectives.
• Owns the Manager & Coach Handbook

Commitment

Approximately 4 hours per week

Accreditation

• FA Safeguarding for Committee Members (Club Mandatory)
• Enhanced DBS Check (Club Mandatory)
• Safeguarding Children Course (Club Mandatory)

11. FACILITIES MANAGER

Purpose

To manage and coordinate all facilities used by Gomersal & Cleckheaton FC, ensuring pitches, training venues, and club facilities are available, safe, and fit for purpose. The Facilities Manager works closely with the Secretary for the day-to-day operational management of all club venues.

Key Responsibilities

• Manage and coordinate the booking and allocation of all GCFC venues, including EBCSA, Tong pitches, and all training locations.
• Act as the primary operational point of contact for all facility-related matters across the club.
• Liaise with EBCSA and other venue providers to ensure access arrangements are in place and maintained.
• Coordinate and oversee routine maintenance and inspections across all venues, ensuring issues are reported and resolved promptly.
• Ensure all pitches and facilities meet FA and league requirements for use.
• Manage relationships with third-party hirers, ensuring hire agreements are in place and facilities are handed over and returned appropriately.
• Ensure appropriate health and safety checks are completed for all venues and that risk assessments are maintained and current.
• Manage facility-related expenditure within agreed budgets, reporting to the Secretary and Treasurer.
• Maintain accurate records of all bookings, maintenance activity, and third-party hire agreements.
• Maintain the Club Asset Register on behalf of the Management Committee, ensuring significant Club assets are accurately recorded, periodically reviewed and disposed of in accordance with Club procedures.
• Support the Secretary in any league or FA submissions relating to ground grading or facility compliance.

Commitment

Approximately 4–6 hours per week

Accreditation

• FA Safeguarding for Committee Members (Club Mandatory)
• Enhanced DBS Check (Club Mandatory)

12. MARKETING, COMMUNICATIONS & DIGITAL OFFICER

Purpose

To drive awareness of the club within the local community, support the achievement of the growth and development plan, and ensure consistent and professional club communications across all channels - including the club website and digital platforms.

Key Responsibilities

• Develop and maintain the GCFC brand, ensuring consistency across all communication channels.
• Attract, recruit and retain players in alignment with the club development plan.
• Produce and approve all external communications and marketing collateral.
• Manage the club's social media presence and ensure content is current and appropriate.
• Manage and maintain the club website, ensuring content is accurate and up to date.
• Implement agreed changes to the website structure and content.
• Ensure the website and digital platforms comply with relevant data protection and safeguarding requirements.
• Advise the committee on digital tools, platforms, and best practice.
• Support the Fundraising & Sponsorship Co-ordinator in delivering promotional benefits to sponsors.
• Owns the Digital Communication & Social Media Handbook.

Commitment

Approximately 2-3 hours per week

Accreditation

• FA Safeguarding for Committee Members (Club Mandatory)
• Enhanced DBS Check (Club Mandatory)

13. REGISTRATION CO-ORDINATOR

Purpose

To co-ordinate the registration of all players, ensuring the correct paperwork is processed, all FA and league requirements are met, and all registration fees are collected.

Key Responsibilities

• Co-ordinate the registration of all players across all age groups with the relevant leagues and the FA.
• Ensure all registration paperwork is completed correctly and submitted on time.
• Liaise with Age Group Managers and Team Managers to capture new player registrations and transfers.
• Collect and reconcile all player registration fees in conjunction with the Treasurer.
• Maintain accurate and up-to-date records of all registered players.
• Advise Team Managers of any registration issues or eligibility concerns.

Commitment

Approximately 3 hours per week for 4 weeks pre-season and approximately 2 hours per week during the season.

Accreditation

• FA Safeguarding for Committee Members (Club Mandatory)
• Enhanced DBS Check (Club Mandatory)

14. FUNDRAISING AND SPONSORSHIP CO-ORDINATOR

Purpose

To raise funds for the club additional to those generated through membership fees, and to secure and manage sponsorship partnerships that support the club's development.

Key Responsibilities

• Define and agree a long-term and annual fundraising plan and strategy with the committee.
• Arrange and organise events within the fundraising plan.
• Identify potential sponsorship opportunities.
• Approach and recruit sponsorship partners.
• Manage relationships with existing sponsors and deliver agreed promotional benefits.
• Report fundraising income and activity to the Treasurer and committee.

Commitment

Approximately 4 hours per month, considerably more in the run-up to a planned fundraising or social event.

Accreditation

• FA Safeguarding for Committee Members (Club Mandatory)
• Enhanced DBS Check (Club Mandatory)

15. KIT CO-ORDINATOR

Purpose

To procure and maintain the kit and equipment for the club, driving value for money and re-use where possible.

Key Responsibilities

• To co-ordinate the central purchase of all club kit and equipment ensuring the best price for quality equipment is achieved.
• Recommend purchases and approve expenditure requests in accordance with club procedures.
• To recycle and re-use as much kit and equipment as possible.
• To select and recommend suppliers.
• To issue and update the secondary kit catalogue ensuring secondary kit represents good value for money.
• Coordinate the distribution/collection of kit to and from teams.
• Undertake annual inventory stock checks with managers.
• Keeps track of location of kit.

Commitment

Approximately 3 hours per week for 4 weeks pre-season and approximately 1 hour per week during the season.

Accreditation

• FA Safeguarding for Committee Members (Club Mandatory)
• Enhanced DBS Check (Club Mandatory)

16. EBCSA REPRESENTATIVE

Purpose

To represent GCFC's interests within East Bierley Community Sports Association (EBCSA) and maintain effective communication, collaboration and strategic alignment between both organisations.

Key Responsibilities

• Represent GCFC at EBCSA meetings and forums as required.
• Act in the best interests of GCFC whilst supporting the objectives of EBCSA.
• Ensure GCFC's interests are represented in relation to facilities, bookings, development projects and strategic planning.
• Communicate relevant EBCSA updates, decisions and opportunities back to the GCFC Committee.
• Represent the views and requirements of GCFC regarding facilities, operations and future development.
• Support the development and improvement of EBCSA facilities and services
• Contribute to strategic planning and partnership working between GCFC and EBCSA.
• Support the resolution of issues affecting GCFC's use of EBCSA facilities.
• Promote positive working relationships between GCFC, EBCSA and other facility users.

Commitment

Typically 2-4 hours per month, although this may increase during periods of major facility development, strategic projects or organisational change.

Accreditation

• FA Safeguarding for Committee Members (Club Mandatory)
• Enhanced DBS Check (Club Mandatory)

17. AGE GROUP MANAGER

Purpose

To be responsible for, and provide leadership and direction across, all activity within a specific age group, in accordance with Club and FA guidelines. Each age group has a dedicated Age Group Manager who is the primary point of accountability for that group.

Key Responsibilities

• Ensure child welfare is always the priority within the age group.
• Ensure an inclusive, safe, and fun environment for all players within the age group.
• Ensure teams within the age group are managed in accordance with Club and FA policies, strategy, and best practices.
• Ensure teams comply with league operating rules (player registration, match sheets, result reporting, etc.)
• Recruit players, coaches, and helpers for teams within the age group.
• Attend matches and training sessions of teams within the age group.
• Manage the expectations of players and parents/guardians.
• Support the development of players and coaches in accordance with Club and FA guidelines.
• Ensure all Team Managers, Coaches, and helpers hold the correct accreditation and have been approved by the Club Welfare Officer
• Ensure funds allocated to the age group are managed responsibly and in accordance with the Club's Financial Governance Policy.
• Ensure risk assessments, including pitch inspections, are performed for all events.
• Work closely with the Football Development Officer on strategy, player development and coach development.
• Represent the age group at club events and meetings..
• Monitor team helper involvement and escalate to committee if further accreditation is required.
• Maintain safe equipment and kit and co-ordinate stock checks with the Kit Co-ordinator.
• Liaise with the Secretary on league administration matters.

Commitment

Approximately 7 hours per week.

Accreditation

• Enhanced DBS Check (FA Mandatory)
• Safeguarding Children Course (FA Mandatory)
• Introduction to Coaching Football (or equivalent)
• Emergency First Aid (FA Mandatory)

18. TEAM MANAGER

Purpose

To be responsible for the successful running of a team, providing leadership and direction in accordance with Club and FA guidelines, and ensuring a positive and developmental experience for all players.

Key Responsibilities

• Ensure child welfare is always the priority within the team.
• Ensure an inclusive, safe, and fun environment for all players within the team.
• Manage the team in accordance with Club and FA policies, strategy, and best practices.
• Manage the team in accordance with league operating rules.
• Work with the Age Group Manager in the recruitment of players, coaches, and helpers.
• Manage the expectations of players and parents/guardians.
• Ensure good and timely communication with parents/guardians regarding team arrangements.
• Plan and deliver well-structured training sessions that cover all abilities.
• Develop players in accordance with Club and FA guidelines.
• Ensure safe and appropriate equipment is used in training.
• Organise the team for matches and manage team selection, substitutions, and tactics fairly.
• Liaise with opposition and officials before and on match days.
• Report results and record referee and FA Respect marks as required by the league.
• Ensure risk assessments, including pitch inspections, are performed for every event.
• Ensure a First Aider, appropriate medical kit, and players' emergency contact details are present at all events.
• Work closely with the Age Group Manager on the running and management of the team.
• Deputise for the Age Group Manager if required.

Commitment

Approximately 5 hours per week.

Accreditation

• Enhanced DBS Check (FA Mandatory)
• Safeguarding Children Course (FA Mandatory)
• Introduction to Coaching Football (or equivalent)
• Emergency First Aid (FA Mandatory)

19. COACH

Purpose

To support the Team Manager in the management of a team and the development of players within an age group.

Key Responsibilities

• Ensure child welfare is always the priority within the team.
• Ensure an inclusive, safe, and fun environment for all players within the team.
• Work with the Team Manager in the development of players.
• Assist the Team Manager in the planning and delivery of training sessions.
• Assist the Team Manager in team management on match days.
• Deputise for the Team Manager when required.

Commitment

Approximately 4 hours per week.

Accreditation

• Enhanced DBS Check (FA Mandatory)
• Safeguarding Children Course (FA Mandatory)
• Introduction to Coaching Football (or equivalent)
• Emergency First Aid (FA Mandatory)

20. TEAM HELPER

Purpose

To assist the Team Manager and Coach with the day-to-day tasks that ensure the effective running of the team.

The role is intended to encourage parent and volunteer involvement and does not require any formal coaching qualifications. However, as Team Helpers may be present at training sessions, matches and other activities involving children, all Team Helpers are required to hold an Enhanced DBS Check and complete safeguarding training in accordance with Club policy.

Key Responsibilities

• Drafting of match reports.
• Acting as linesman at matches.
• Refereeing home games (note: if refereeing more than 50% of home games, the helper must register as an Unaccredited Referee).
• Erection and dismantling of goals, FA Respect barriers, and corner flags.
• Assisting in making the pitch safe (filling in holes, removing debris, etc.).

Commitment

Minimal

Accreditation

• Enhanced DBS Check (Club Mandatory)
• Safeguarding Children Course (Club Mandatory)