The usual organisational structure of a club is that of a committee.
The committee is the group of people who takes on the responsibility of organising activities and administering the affairs. The structure is different for each club depending on their aims and objectives.
Each role is equally important to ensure good governance and smooth running of both the exec and club in general. It is up to you what roles you have, we recommend starting the ones listed below, but ensure you create the exec roles that are necessary for the success of your club.
For new clubs, we would recommend an exec of seven: President, Vice-President or Secretary (as is most appropriate for the needs of your club), Treasurer, and four General Exec Members.
For established clubs, we recommend a max of 12 executive members unless you are a huge club, as the more exec members you have the more difficult it can be to get decisions across the line.
President
This is a very important role. The president must be well informed and provide leadership and guidance for the club, and ensure smooth communication with the UCSA. They should also look to build and maintain all key relationships for the club. They must ensure the executive are all fulfilling their roles and ensure that the governance of the club moves along smoothly. They should also consider the long term future and development of the club, but also short term so that the club survives until next year.
President’s Job Description (example only)
Duties
You need the skills to:
- Liaise with the UCSA team for advice and information
- Create and continue a vision for your club. Why does your club exist? What do you and your exec wish to achieve?
- Set goals for the year and each project. (Then you know what you are aiming for.)
- Align your image, marketing plans, and events to reflect your style and how you want the club to be seen.
- Create a team environment where everyone can be heard, access resources, and bounce off each other. Be approachable so people can express any problems to you.
- Distribute jobs to ensure each position has applicable tasks listed and everyone knows who is accountable for which jobs. It isn’t your job to do everything.
- Communicate and liaise with your team members before, during, and after projects. Address issues, offer counsel, and acknowledge their achievements as they happen.
- Attend and chair Club meetings.
- Be knowledgeable and stay informed on all activities that your club is involved in.
- Represent the voices of your club members.
- Pass on information to the following years committee.
Skills and Attributes
You will need to have:
- Communication skills. These are essential to engage your members and your executive. You will need to guide discussions keeping them on track to create open forums where people can express their ideas. A key part to this is active listening skills.
- A common sense approach. The ability to be logical and objective.
- Leadership skills to be able to make decisions, convey information, and be able to work within a team.
- Organisation and planning skills.
- Passion and enthusiasm about the work (it will make you better at all of the above).
Job Rewards
- Control the direction of the club you are passionate about.
- Free club subscription, depending on your constitution.
- Something to add to your Curriculum Vitae.
Vice-President
The Vice-President (or VP) is also an important job. They are there to support and fill in for the President where necessary. The VP can chair meetings and is commonly recognised as second in charge. The VP should also ensure that any concerns of the exec are heard and understood by the president. They help to ensure that the club runs smoothly.
Secretary
The secretary fulfils a number of administrative duties. They are responsible for the documentation and communication of activities between the executive and other organisations. They assist the president in creating and maintaining key relationships. Administrative duties may include (but are not limited to): preparing agendas, sending meeting invites, and taking and distributing meeting notes.
Secretary’s Job Description (example only)
Duties
You need the skills to:
- Liaise with the UCSA team for advice and support.
- Re-affiliate the club with the UCSA at the beginning of the year (by March 30).
- Create a database of your club membership and secure key information in a safe and accessible format.
- Align club communications so that they are consistent and build the club image you wish to reflect – internally and externally.
- Be aware of the UCSA rules and procedures for clubs, as well as those laid down within your own constitution.
- Keep important documentation safe and accessible.
- Encourage a team environment so everyone can be heard, access resources and information.
- Be approachable so people can communicate with you.
- Attend and minute club meetings, distribute minutes, agendas, and communications in a timely fashion to ensure the executive and members are informed.
Skills and Attributes
You will need to have:
- Communication skills as they are essential to engaging your fellow executive. You will need to help guide discussions, keeping them on track to create open forums where people can express their ideas.
- An organised approach with the ability to be logical and objective.
- Good spelling and grammar skills (or be awesome with spell check).
- Passion and enthusiasm. Both will make you better at all of the above.
Job Rewards
- Control and influence on the flow of information.
- Free club subscription, depending on your constitution.
- Looks good on your Curriculum Vitae.
Treasurer
The treasurer is responsible for taking care of all financial matters. They should have an orderly and efficient approach. Their responsibilities include (but are not limited to): keeping the accounts in order, keeping a register of all members and equipment, and drawing up a yearly budget. The treasurer should also keep a record of all purchases.
Treasurer’s Job Description (example only)
Duties
You need the skills to:
- Liaise with the UCSA team for advice and information.
- Ensure Club subscriptions, sponsorships and income is collected.
- Maintain accurate and up to date financial records and keep good records for auditing purposes.
- Budget for events and ongoing running costs. Prepare realistic financial forecasts for events to reduce liability.
- Keeping checks on cash flow to stay within budgets.
- Pay bills before they fall due to build good credit.
- Attend all committee meetings.
- Seek sponsorship to create relationships of mutual benefit.
Skills and Attributes
You will need to have:
- The ability to count.
- Budgeting skills.
- Good reporting skills to keep the team up to date on the financials of the club.
- Short- and long-term planning for up to two years in advance – because it can take longer than a year to get the finances in order.
- Honesty.
- Ability to use Excel.
Job Rewards
- This job will build your accounting skills which are useful in all industries.
- Looks good on your Curriculum Vitae.
General Executive
Roles of the general executive members are often based around the size of the club. Generally, specific portfolios are assigned to ensure the club’s aims are being met and the workload is being evenly distributed throughout the exec. These roles are completely at your club’s discretion and may need to be adjusted as the club grows and becomes successful. Roles may include: events, media, Facebook, membership growth etc.