Job Role - Secretary

Job Description: Secretary of Wigan Chess Club

Position Title: Secretary
Location: Wigan Chess Club
Reports To: Executive Committee
Position Type: Voluntary

Role Overview

The Secretary of Wigan Chess Club is a vital position responsible for overseeing the administration, communication, and promotion of the club’s activities. The role encompasses league correspondence, member management, marketing, and public relations, alongside other duties as specified in the club’s constitution. The Secretary ensures the smooth operation of the club and plays a key role in its development and engagement with the community.

Key Responsibilities

1. Communication and League Correspondence

  • Act as the primary liaison with the Warrington and District Chess League.

  • Ensure timely and accurate team registrations and match result submissions via the League Management System (LMS).

  • Respond to correspondence and queries from the league, members, and external parties.

2. Membership Management

  • Oversee membership applications, ensuring a welcoming and efficient process for new and prospective members.

  • Maintain a centralized and up-to-date database of club members, including contact details and subscription records.

  • Manage the collection of membership subscriptions.

  • Act as the main point of contact for those wishing to join the main club at St Jude’s as well as parents wishing to enrol their children in the junior academy.

3. Meeting Administration

  • Organize and preside over meetings in the absence of the Club President.

  • Prepare and distribute agendas for Committee and AGM meetings.

  • Record, produce, and distribute minutes of meetings.

4. Fixture List and Calendar

  • Maintain and oversee the club’s fixture list and calendar, ensuring the timely scheduling of events, matches, and tournaments.

  • To liaise with team captains and to ensure that all people, representing Wigan Chess Club, are registered to take part in the relevant event.

  • To liaise with team captains and to ensure that the League Management Software (LMS) is kept up to date with results.

5. Public Relations and Marketing

  • Serve as the club’s Public Relations and Development Officer, representing the club in engagements with the community, schools, and other organizations.

  • Manage and maintain the club’s website, ensuring it remains up-to-date and informative.

  • Promote the club through social media channels, local press, and other marketing platforms to increase visibility and membership.

  • Develop relationships with local schools and community groups to encourage participation in chess and support the club’s growth.

Core Duties as Defined by the Constitution

  • Be in overall charge of communication.

  • Be in charge of membership applications.

  • Be in charge of the membership list.

  • Preside over meetings in the absence of the Club President.

  • Oversee the club’s fixture list and calendar.

  • Produce minutes for Committee and AGM meetings.

  • Act as Public Relations and Development Officer, including website and social media management and building community relationships.

Required Skills and Attributes

  • Communication: Strong verbal and written communication skills to effectively manage correspondence and engage with stakeholders.

  • Organization: Ability to manage multiple responsibilities, maintain records, and ensure deadlines are met.

  • Interpersonal Skills: Friendly, approachable, and professional demeanor to foster positive relationships within and outside the club.

  • IT Proficiency: Familiarity with tools for managing databases, websites, social media, and league management systems.

  • Leadership: Confidence in presiding over meetings and representing the club in various capacities.

  • Marketing Acumen: Basic understanding of digital and traditional marketing methods to promote the club.

Desirable Qualifications

  • Previous experience in a secretarial, administrative, or similar role.

  • Familiarity with chess, its rules, and the structure of leagues and tournaments.

  • An understanding of various computer languages, or principles, is desirable.

  • A working knowledge of Swiss Pairing is required as is a working knowledge of the Swiss Manager computer program.

  • Progress towards becoming a National, or FIDE Arbiter, is desirable

  • Experience in community outreach, marketing, or public relations.

Commitment and Benefits

This voluntary position requires regular involvement in club activities, meetings, and administrative duties. The role offers the opportunity to contribute significantly to the club’s growth and visibility while engaging with the vibrant chess community in Wigan and beyond.

For further details or to express interest in this role, please contact the present Club Secretary for information