ROLE DESCRIPTIONS OF BOARD MEMBERS
The role descriptions below incorporate the responsibilities
listed but are not limited to these responsibilities.
Responsible to: All Queenscliff Members and Board Members
Leads: Overall leadership of Queenscliff Board Members and paid employees.
Role Purpose: Act as the principal leader within Queenscliff surf lifesaving club. They are responsible for overseeing and facilitating all areas and operations of a club and voice their SLS members’ views at appropriate forums.
Responsibilities
- Act as a facilitator for Club activities and voice members views at appropriate forums.
- Act as the principal leader with overall responsibility for the Club’s administration.
- Be responsible for Club planning, including succession and business planning.
- Engage sponsors and supporters.
- Ensure all Club activities are carried out within the laws of NSW.
- Ensure all rules and regulations of the Club are upheld.
- Ensure financial, social and structural viability of the Club is established and maintained.
- Ensure planning and budgeting is completed in accordance with the needs of the Club and members wishes.
- Facilitate meetings, including committee, executive and annual general meeting.
- Identify and communicate to members opportunities available at club, branch, state and national levels.
- Introduce the Club Management Plan and ongoing review and management of this plan.
- Represent the Surf Club appropriately at local, regional, state and national levels.
- Set the overall Board agenda and help the Board prioritise its goals and ensure office bearers work within this framework.
- Induct and support club management team members into their position and support them in their role.
Knowledge and Skills Required
- Knowledge of SLS constitutions, regulations, policies, guidelines and procedures
- Have a good working knowledge of the club constitution, rules and the duties of all office holders and subcommittees
- Communicate effectively
- Well informed of the organisation’s activities
- Aware of future directions and plans of members
- Demonstrate a high level of enthusiasm when representing the Club to members, other organisations and the general public
- Maintain a policy of loyalty to the Surf Club and it’s activities whilst maintaining confidentiality and respect towards members
- Maintain effective and efficient administration
- Must be a supportive leader for all members
- Have a good knowledge of organisational governance
- Hold a current Working with Children Check (WWCC)
Responsible to: Queenscliff SLSC President
Role Purpose: In the absence of the President, the Deputy President shall represent the Club and carry out the President’s duties. Shall generally provide support to the President.
Responsibilities
- Assist the President in the execution of their duties as directed by the President
- Exercise President’s role in the absence of the President or or unable to act.
- Develop skills/attributes and understanding of the President role (succession planning).
- Responsible for all insurances required for the club and its members which includes iCare, Public Libiality and asset insurances.
Knowledge and Skills Required
- Knowledge of SLS constitutions, regulations, policies, guidelines and procedures
- Communicate effectively
- Communicate effectively
- Well informed of the organisations activities
- Aware of future directions and plans of members
- Demonstrate a high level of enthusiasm when representing the Club to members, other organisations and the general public
- Maintain a policy of loyalty to the Surf Club and its activities whilst maintaining confidentiality and respect towards members
- Maintain effective and efficient administration
- Have a good working knowledge of the constitution, rules and the duties of all office holders and subcommittees
- Must be a supportive leader for all organisations members
- Have a good knowledge of organisational governance
Responsible to: Queenscliff SLSC President
Leads: Club Administration Officer, clothing shop.
Role Purpose: The Club Secretary is the key administrative officer of the club and is responsible for coordinating links between the members, the club’s Management Board and outside agencies providing strategic guidance and leadership in support of all administrative tasks of the club that contribute to Queenscliff’s efficient operation.
Responsibilities and Duties
- Make arrangements for club meetings including agenda, venue, date, etc, in consultations with the Chairperson and advise members accordingly.
- Take minutes of meetings and maintain a copy for records.
- Ensure circulation of minutes to committee members within 7 working days of the meeting.
- Collect and collate reports from office bearer.
- Call for and receive nominations for committees and other positions for the club.
- Support coordination of Annual General Meeting including:
- Receive, record, read, reply and file correspondence promptly.
- Provide a copy of all correspondence in and out to the monthly meetings.
- Collate and arrange printing of the annual report.
- Perform the general routine administration of the club.
- Ensure achievement of relevant sections of the club management plan
- Receive and send correspondence on behalf of the Board
Knowledge and Skills Required
- Communicate effectively.
- Well-organised and can delegate tasks.
- Maintain confidentiality on relevant matters.
- Have a good working knowledge of the Club constitution
- A good understanding of financial statements, administration needs and the ability to speak in public.
- Have knowledge of modern governance practices, including risk management
- Have knowledge of the legal requirements of surf lifesaving and contemporary issues affecting the organisation.
- A practical knowledge of computer systems and programs such as Surfguard and Microsoft Office applications.
Responsible to: Queenscliff SLSC President
Role Purpose: The club treasurer is responsible for ensuring correct financial management and reporting is adhered to within the surf club accounts.
Responsibilities and Duties
- Is the Chief Financial Management Officer for the Surf Club.
- Drive the Executive/Management Committee to prepare annual budgets with assumptions for their respective areas.
- Collate and consolidate the area/divisional budgets into an overall Club budget.
- Collect monies from trading activities, invoices and correspondence.
- Support all sections of the Club in their financial activities.
- Liaise with sub committees e.g. Sponsorship to ensure all monies due are received.
- Ensure payment of authorised invoices in a timely manner.
- Monthly preparation of bank reconciliation and Profit & Loss comparing actual to budget.
- Monitor the actual v budget results monthly seeking explanation for material variation so the Executive can be advised.
- Maintain the Surf Club’s accounting records including detailed records of all payments and monies received ensuring it is logically filed with authorised supporting documentation.
- Liaise with Club auditor regarding the annual audit and preparation of compliant financial statements for presentation to members at the AGM
- Ensure the preparation of statutory returns and reports as required, including BAS Statement for the ATO, ACNC notification and Fair trading compliance.
- Liaise with Secretary and Public Officer to ensure the Club is compliant with relevant Legislation and Regulations, particularly Associations Incorporation Act NSW (2009) and the Charitable Fundraising Act (1991) and various taxation requirements.
- Shall keep an inventory of the Club property and for such purpose may request any officer to provide a list of property under their control.
Knowledge and Skills Required
- Prior bookkeeping experience essential.
- Prior experience in the preparation of bank reconciliations desirable.
- Prior experience in the preparation of balance sheet and Profit & Loss statements highly desirable.
- Computer skills in Excel, XERO, MYOB (or like) highly desirable.
- Understanding of the need for proper controls and governance over Club finances i.e. Purchase orders and Payment/Cheque requisitions (properly authorised with supporting documentation).
- Cheques & EFTs authorised by two authorised executive members.
- Ability to allocate regular time periods to maintain the books.
- Ability to keep correct up-to-date records and work in a logical orderly manner.
- Awareness of information needed for the Annual Audit.
Responsible to: Queenscliff SLSC President
Leads: Patrol Captains, Radio Officer, First Aid Officer, Gear Stewart
Role Purpose: The Club Captain has overall responsibility for the club’s lifesaving services, ensuring efficient management and operation of volunteer patrol members and ensuring that all rosters meet patrol requirements during the season.
Responsibilities and Duties
- Administer and organise patrols (rosters, experience/qualification spread)
- Manage adherence to requirements as per LSA and SOP (quality assurance)
- Coordinate pre-season preparation phase including equipment/uniforms, rostering, communication to members of patrol requirements, award upskilling/skill maintenance with Vice Captains, Patrol Captains and other appropriate parties.
- Ensure all patrol members have completed skill maintenance activities as required by SLSA.
- Oversee the annual gear and equipment inspection concerning lifesaving gear, ensuring it is well maintained and managed
- Provide regular communication and support to Patrol Captain’s and members
- Liaise with the Chief Training Officer to address patrol requirements, deficiencies and upskilling.
- Liaise with the Competition Section to address requirements, opportunities and deficiencies.
- In liaison with the Administration Officer and Patrol Captains ensure all patrol data is entered into Surfguard promptly.
- Attend Branch Board of Lifesaving meetings where appropriate
- Submit regular reports to the Club Executive Committee, as required.
- In consultation with the Marketing, Sponsorship and Grants Director, support the annual lifesaving equipment grant (applications and acquittal).
Knowledge and Skills Required
- Current Bronze Medallion and Silver Medallion: Beach Management
- Good understanding of club culture and lifesaving operations
- Ability to organise and delegate tasks
- Proficient computer skills and administration
- Aware of Work Health & Safety policies
- Accreditation in Training Small Groups (TSG) – desirable
- Maintain confidentiality on relevant matters
- Can communicate effectively and possess good interpersonal skills
- Positive and enthusiastic
Responsible to: Club President
Leads: Boat Captain, Swim, Board and Ski Captain, Beach Captain, R&R Captain, Club Race Secretary and Handicapper, Carnival Co-ordinator
Role Purpose: The Coaching and Competition Director is responsible for overseeing and enhancing the coaching standards and competition activities within the club. This role plays a crucial part in ensuring safe and sportsmanlike competitions while fostering a culture of continuous improvement.
Responsibilities and Duties
- Shall be responsible for liaising with all Club competition sections and ensure competition is conducted safely, in accordance with competition policies of SLSA and/or the Club.
- Foster a sportsmanlike environment that upholds the values of fair play, integrity, and respect.
- May be Chair of the competition Selection Committee and Competition Committee.
- Shall endeavour to improve coaching standards within the Club by:
- Encouraging existing coaches who have not attained the relevant coaching accreditation to become accredited;
- Encouraging existing coaches to keep abreast of development in their respective discipline and to upgrade their coaching accreditation; and
- Assisting and encouraging Club members with perceived coaching potential or, who have indicated a strong interest in coaching, to become an accredited coach.
- Shall report on all significant issues raised, as well as attendance at the Competition Committee meetings together with the general welfare and competition activities of each section, to meetings of the Board.
- Ensure accurate and timely submission of all competition entries.
- Collaborate with the Club Captain and Lifesaving Director to address competitors’ obligations regarding patrol hours
- May oversee a Touring Committee ensuring sufficient Club accommodation for major carnivals (State and Australians) is secured, and that appropriate travel arrangements are in place and that the appropriate Club uniforms are obtained.
- Attend Branch Surf Sports meetings
- Submit regular reports to the Club Executive Committee, as required.
Knowledge and Skills Required
- Holds a current Bronze Medallion
- Passion for surf lifesaving and commitment to promoting a positive and inclusive club culture.
- Strong communication skills to liaise effectively with coaches, competitors, and other stakeholders.
- Knowledge of NSWALS and SLSA competition policies and procedures.
- Organisational skills to manage multiple responsibilities.
- Hold a current Working with Children Check (WWCC)
Responsible to: Club President
Leads: PR and Social Media Coordinator (in the event one is employed)
Role Purpose: The Marketing, Grants, and Sponsorship Director plays a pivotal role in advancing the surf club’s mission by managing marketing efforts, securing grants, and fostering strong relationships with sponsors. This position contributes to the club’s growth, financial stability, and community impact.
Responsibilities and Duties
- Help promote club events, carnivals, milestones, and initiatives through various channels (media, social media etc)
- Collaborate with the Administration team and Board to ensure consistent messaging and branding.
- Research and identify relevant grant opportunities from government bodies, foundations, and other sources.
- Prepare compelling grant proposals, emphasising the club’s impact on the community, safety, and youth development.
- Coordinate grant applications, reporting, and ensure compliance.
- In consultation with the Board and Administration Officer, explore creative fundraising initiatives beyond grants (campaigns, community events).
- Cultivate and maintain relationships with existing sponsors.
- Identify potential sponsors aligned with the club’s values and mission.
- Negotiate sponsorship agreements, ensuring mutual benefits.
- Acknowledge sponsors through appropriate channels (events, social media, newsletters).
- Support Community Relations with local businesses, schools, residents and other non-for-profit organisations.
- Represent the club at community events, networking functions, and industry conferences where appropriate.
- Seek opportunities for cross-promotion and partnerships.
- Work closely with the Treasurer to manage the budget related to marketing and sponsorships.
Knowledge and Skills Required
- Previous experience in marketing, grant writing, or sponsorship management is desirable.
- A genuine passion for the surf club’s mission and community impact.
- Excellent written and verbal communication skills.
- Ability to build and maintain strong relationships with sponsors, community stakeholders, and fellow Board members.
- Innovative thinking to enhance marketing campaigns and sponsorship opportunities.
Responsible to: Queenscliff Surf Lifesaving Club President
Leads: Nippers Age Managers and teams
Role Purpose: The Junior Activity Chair (JAC) manages and coordinates their Junior Activity Management team and Program. The aim of the JAC is to work with Club Management to set the agenda for the season’s activities and assist with the coordination and delivery of these activities throughout the season.
Responsibilities and Duties
- Responsible for the coordination of Junior activities and competition.
- Coordinate training and induction for Age Managers.
- Responsible for providing advice, direction and coordination for Age Managers.
- Coordinate with other areas of the club to deliver junior activities eg education and training team, coaches and surf sports, water safety team members.
- Be aware of club sponsorship policies and club constitution
- Be aware of and implement safeguarding practices within the club and with club members.
- Shall be responsible for coordinating the training and development of Junior Activities members and encourage their participation in training and competition at all possible levels.
- Chair the JAD meetings and regularly report to the Board on the progress of the junior groups.
- Work as required with the Chief Training Officer, Coaching Coordinator, March Past, Surf and Beach Coaches, Water Safety Coordinator and Club Registrars to ensure satisfactory outcomes for the Club
- Distribute relevant correspondence to the Age Managers
- Submit regular reports to the Club Executive Committee, as required.
Knowledge and Skills Required
- Identify situations that require Member Protection policy and procedure.
- Capacity to negotiate and resolve issues with a range of people.
- Good organisation and problem-solving skills with the ability to delegate task
- Maintain confidentiality and discretion on relevant matters
- Friendly, positive and enthusiastic
- Completed the SLSNSW Junior Activity Chair Training Course
- Be a qualified SLSA Age Manager
- Hold a current Working with Children Check (WWCC)
Responsible to: Queenscliff Surf Lifesaving Club President
Leads: Trainers
Role Purpose: To ensure that Club education meets local lifesaving needs, is of a high and consistent standard and is compliant with Surf Life Saving / RTO policies and procedures.
Responsibilities and Duties
- Ensure that the Club Education structure meets the needs of the Club
- Together with the Club captain , analyse skill mix throughout club and develop training solutions where needed.
- Organise and manage all training courses, both Club and Branch run courses, including SRC, Radio, Bronze, IRB Crew and Driver, BBM, ARTC, Spinal Management, Gold Medallion, First Aid and SMAR.
- Advertise courses and organise resources such as trainers, welcome letters and course paperwork (outline, learner guides etc) for candidates.
- Arrange assessments through the Branch as required.
- Lead and develop a team of trainers and assessors who will develop personnel to meet the operational needs of the Club
- Coordinate all instruction squads, their trainer and the resources.
- Develop training solutions for new resource implementation.
- Ensure all training sessions are efficient.
- Ensure re-qualifications/skill miantence of awards and certificates are completed and recorded by required date.
- Assist in development of youth within the Club.
- Attend Branch Board of Education meetings
- Submit regular reports to the Club Executive Committee, as required.
Knowledge and Skills Required
- Hold a Bronze Medallion and Trainers Award
- Ability to manage own workload, consistently adhering to SLSNSW protocols.
- Knowledge of training and education related policies, guidelines and procedures available.
- Proficient computer skills and administration.
- Ability to organise and delegate tasks.
- Aware of Work Health & Safety policy.
- Maintain confidentiality on relevant matters.
- Can communicate effectively and possess good interpersonal skills.
- Friendly, positive and enthusiastic.
- Hold a current Working with Children Check (WWCC)
Responsible to: Club President
Leads: Functions Manager, Clothing Shop Coordinator, Building Committee, Maintenance Officer, House Committee, Presentations Night Committee, Carnival Co-ordinator
Role Purpose: The General Activities Director ensures the smooth functioning of the surf club’s activities and facilities. This position involves overseeing various aspects related to events, maintenance, and coordination with other officers.
Responsibilities and Duties
- Ensures the proper upkeep, cleanliness, and care of the club’s physical facilities, including the clubhouse.
- Oversees routine maintenance tasks, repairs, and improvements for the club facilities and ensure all work is in compliance with the council leases.
- Facilitates primary liaison for all events to be held at the Club. This first point of contact will generally be managed through the Function manager.
- Collaborates with Function manager, event organisers, members, and external stakeholders to ensure successful event planning and execution.
- Convene meetings of the Building Committee as required and submit recommendations to the Board for consideration.
- Responsible for overseeing the activities of other related officers who may include:
- Building Committee
- Maintenance Officer
- Clothing Shop Coordinator
- House Committee
- Function manager
Skills and Experience
- Strong interpersonal skills to engage with members, committees, and external partners.
- Ability to manage multiple responsibilities and prioritise tasks effectively.
- Ensure the highest standards of maintenance and cleanliness.
- Work well within a team and foster positive relationships.
- Hold a current Working with Children Check (WWCC)
Responsible to: Club President
Leads: Member Protection Officer(s), Child Protection Officer(s), Complaints Manager(s)
Role Purpose: The Member Service Director plays a pivotal role in enhancing the overall experience of club members. Their primary focus is to create a welcoming and supportive environment, foster strong relationships, and ensure that members experience is monitored, reviewed and continuously improved, having particular regard to health and safety issues.
Responsibilities and Duties
- Manage the programs, policies and resources relating to Member Services as determined by SLSNSW and SLSA, especially the Members Protection policy and the Children and Young People Protection Policy.
- Promote a culture of inclusivity, diversity, and respect within the club.
- Develop and maintain programs that positively contribute to the future of the Club and SLS.
- Develop and maintain recruitment and retention programs in consultation with relevant personnel, Club, Branch and SLSNSW.
- Develop and maintain peer support programs in consultation with relevant personnel, Club, Branch and SLSNSW.
- Coordinate Member Protection Information Officer training and maintain database as required.
- Liaise with Support Officers to monitor member services programs.
- Provide timely reports to Management Committee on member services programs as required.
- Assist in grant proposals and other funding opportunities to support member services programs.
- Support and encourage member retention.
- Encourage and develop social interaction between members via events and information.
- Attend Branch Member Services meetings as required.
- Submit regular reports to the Club Executive Committee, as required.
Knowledge and Skills Required
- Communicate effectively.
- Well-informed of the SLSNSW, Branch and Club activities.
- Empathy and a genuine interest in member well-being.
- Be aware of future directions and plans of members.
- Demonstrate a high level of enthusiasm when representing the Club to members, other organisations, and the general public.
- Maintain a policy of loyalty to the Surf Club and its activities whilst maintaining confidentiality and respect towards members.
- Maintain effective and efficient administration.
- Must be a supportive leader for all members.
- Hold a current Working with Children Check (WWCC)
Reports to: Club President
Leads: ‘Women in Queensie’ sub committee
Role Purpose: Queenscliff Surf Lifesaving Club is responsible for promoting and implementing strategies that foster an inclusive and welcoming environment for all members, regardless of gender, background, identity, or ability. This role plays a crucial part in ensuring that our club reflects the diverse community we serve and that all individuals feel valued, respected, and empowered to participate fully in club activities.
Responsibilities and Duties
- Develop and implement a comprehensive diversity and inclusion strategy aligned with the Club’s and Surf Life Saving NSW values and objectives.
- Collaborate with club leadership to integrate diversity and inclusion principles into all aspects of club operations, policies, and practices
- Lead efforts to recruit and retain a diverse membership base.
- Facilitate training and educational programs to increase awareness and understanding of diversity and inclusion issues among club members and volunteers.
- Monitor and evaluate the effectiveness of diversity and inclusion initiatives through data collection, feedback mechanisms, and ongoing assessment.
- Advocate for policy changes and organisational improvements that advance diversity, equity, and inclusion within the club and the broader community.
- Stay informed about best practices, trends, and developments in diversity and inclusion to continually enhance club efforts in this area.
- Represent the club in external forums, conferences, and events related to diversity and inclusion, showcasing our commitment to these principles.
Skills and Experience
- A sincere commitment to fostering an inclusive and equitable environment and a belief in the value of diversity and its positive impact on community engagement.
- Ability to develop and execute a comprehensive diversity and inclusion strategy aligned with the club’s values and objectives.
- Work closely with club leadership, members, and volunteers to integrate diversity and inclusion principles into all aspects of club operations.
- Aware of Work Health & Safety policies and procedures.
- Maintain confidentiality on relevant matters.
- Can communicate effectively and possess good interpersonal skills.
- Able to build strong relationships with stakeholders to drive positive change.
- Hold a current Working with Children Check (WWCC)
OTHER SUPPORTING ROLES ARE;
Member Protection Information Officer
Grants officer
Junior Club Captain
First Aid Officer
Radio Officer
Lifesaving Gear Steward
Boat Captain
Vice boat Captain
Board and Ski Captain
IRB Captain
Vice IRB Captain
Masters Water
Masters Beach
Nippers Competition and Coordinator
Nipper Sunday Coordinator
Nipper Beach Coordinator
Nipper Water Coordinatior
Nipper Entries
Nippers Competition and Coordinator
Clothing Shop Coordinator
Youth Liason Officer
Sunday Surf Race