Club Officers

The Fixture Secretary is responsible for organizing and managing all match fixtures for a club, ensuring games are scheduled, communicated, and fulfilled smoothly throughout the season.

The main parts of the Fixtures Secretary role are to make a fixtures schedule when fixtures are released and book pitches for fixtures. Most of this can be done before the start of the season but there will be some adhoc bookings to organise throughout the year.

Fixture Scheduling & Management

• Arrange league, cup, and friendly fixtures at the start of the season
• Organising time of league fixtures in accordance with league rules and club policy
• Updating league website with fixture details
• Ensure all fixtures are correctly recorded and updated (dates, times, venues)
• Reschedule postponed or cancelled matches (e.g., weather, pitch issues)
• Keep records of postponements and rearrangements
• Ensure compliance with league deadlines and rules
• Book pitches for home games

Communication

• Liaise with:
• League organizers
• Opposing clubs’ fixture secretaries
• Internal team captains/managers
• Appointed Umpires and Match Officials
• House Management (catering)
• Send and respond to fixture confirmations in a timely manner
• Notify all relevant parties of any changes

Optional / Additional Duties

• Publishing fixtures on club website or social media
• Assisting with umpire allocation
• Supporting tournament planning

Time Commitment

• Busier pre-season (fixture planning)
• Ongoing weekly admin during the season
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• Peak times around weekends and weather disruptions

The Membership Secretary manages the club's membership database, handles new member inquiries, and oversees subscription payments. They ensure member data is GDPR compliant, keep records up-to-date for emergencies, and support the treasurer in fee collection. This crucial role provides administrative support to ensure the club functions effectively. 

At Ben Rhydding each section (men, Women, Boys, Girls) manages it's own database.

Key Responsibilities

• Database Management: Maintaining accurate, confidential records of all members, including contact details, emergency contacts, and medical histories.
• Registration Process: Acting as the initial point of contact for new member inquiries and managing the renewal process for existing members.
• External Database Processes: Ensuring that players, coaches and umpires are registered correctly on GMS, approving new members and monitoring & approving transfers (once any outstanding payments have been received).
• Fee Collection: Assisting the Treasurer by tracking subscriptions, identifying late payers, and facilitating online payments.
• Compliance: Taking responsibility for GDPR regulations regarding the storage and usage of personal data.
• Communication: Distributing information to members, such as club handbooks, or ensuring team captains have access to crucial health information. 
• Reporting: Reporting Membership Numbers as required.