BOWLS OXFORDSHIRE
Affiliated To Bowls England	Job Descriptions Draft Policy Paper No: 21

 

JOB DESCRIPTIONS

 Within this policy paper are a number of job descriptions for Officers of Bowls Oxfordshire within the unified structure:

1.     President of Bowls Oxfordshire
2.     Vice president of Bowls Oxfordshire
3.     County Secretary
4.     County Administrator, (to support the County Secretary)
5.     County Treasurer
6.     County Safeguarding Lead
7.     Communications Officer
8.     Chair-person for each section
9.     Section Match Secretary
10.     Section Competition Secretary
11.     Section Finance Officer (if required)
12.     Safeguarding Officer – Young Bowlers Section

These job descriptions include personal competences required to conduct each role efficiently. They are intended as a guide to members/bowlers contemplating acceptance of a role and provide a reminder for those elected of their responsibilities within the structure.

These job descriptions do not tell the officers how to manage their role and we encourage all involved to work in a way that suits their personality and abilities, but achieves ownership and accountability for that role.

21.1   President of Bowls Oxfordshire

President’s role

To be seen as the figurehead of Bowls Oxfordshire during the year of office.

Be an ambassador for the bowling community in Oxfordshire and represent the county’s best interests at all times. Be welcoming towards all members including new bowlers and positively promote the opportunities for developing the art of bowling at all levels.

Attend and chair all Bowls Oxfordshire meetings at Strategic level.

Attend, whether playing or not, all Middleton Cup, Balcombe Trophy, Johns Trophy, Walker Cup, Amy Rose, White Rose,Home Counties (inc JHCL games) and (Friendly) games in each section . This should be shared with the Vice President to reduce the individual workload or the appropriate Chairperson of one of the sections, as are the responsibilities below.

Support, by attendance as is reasonably possible, the County’s qualifying representatives at the National Championships.

Present trophies at the various county finals informally for photographs and formally at the Annual Celebration and Presentation Lunch/dinner.

Mentor the Vice President when appropriate, so that there is a smooth transition when positions change at the end of the bowling year.

Personal competences:

1. Have self confidence and provide encouragement to other officials and bowlers
2. Have oratory skills for welcoming guests to various events and for thanking all those that have contributed to the success of the occasion. Speak and respond at matches attended on behalf of Oxfordshire players. Provide other speeches when required, as appropriate.
3. Be able to deliver a summary of the year’s events and highlights at the annual dinner and recognise the achievements and successes that have occurred.
4. Be approachable and friendly at all times.
5. Possess dignity and integrity

21. 2    Vice President of Bowls Oxfordshire

Role

To deputise for the President when absent and fulfil the role as expected within the President’s job description as the figurehead of Bowls Oxfordshire during the year of office.

Be an ambassador for the bowling community in Oxfordshire and represent the county’s best interests at all times. Be welcoming towards all members including new bowlers and positively promote the opportunities for developing the art of bowling at all levels.

Be the leading figurehead for the Young Bowlers Section in particular and aim to attend as many of their activities as possible. The Chairperson of the Young Bowlers section should deputise when the Vice President is unavailable.

Attend all Bowls Oxfordshire meetings at Strategic level.

Attend, whether playing or not, all Middleton Cup, Balcombe Trophy, Johns Trophy, Walker Cup, Amy Rose, White Rose, Home Counties (inc JHCL games) and (Friendly) games in each section when the President is unable to attend. This should be shared with the relevant section Chair-person to reduce the workload.

Support, by attendance as is reasonably possible, the County’s qualifying representatives at the National Championships, particularly when the President is absent.

Accept the role of Master of Ceremonies at the Annual Celebration and Presentation Lunch/dinner.

Personal competences:

1. Have self confidence and positively support the President in their year of office.
2. Have oratory skills for delivering speeches when required, as appropriate.
3. Be reliable for the many events at which your attendance is requested.
4. Be approachable and friendly at all times.
5. Possess dignity and integrity

21.3    County Secretary

Core tasks

Receive and handle all correspondence sent to Bowls Oxfordshire from Bowls England, other counties, clubs or bowlers within Oxfordshire and other sources. If appropriate, forward the correspondence to the person best able to respond and forward correspondence to Club Secretaries, delegates of the council and other Bowls Oxfordshire officials when the content needs to be shared. Accept and coordinate responses from third parties if a collective response is required on behalf of the county. Correspondence from Bowls England  will include Guidance documents and directives which need to be implemented. These need to be discussed with the BO Executive team prior to implementation.

Keep a record of all business transacted at the Bowls Oxfordshire AGM, BO Council, or other sub groups formed for specific reasons.

Issue minutes of AGM & BO Council meetings to club secretaries and delegates.

At the AGM, submit a report of the proceedings since the last AGM.

Receive notifications of obituaries for bowlers past and present and ensure these are entered on the website to communicate to others.

Issue a “Club Details form” annually, after AGMs have occurred and update records maintained by the county on the website. Make any changes notified by clubs during the year, so that the records remain up to date.

Receive letters of complaint from clubs, bowlers or third parties and acknowledge. Arrange for these to be considered by the Executive team and ensure Regulation 9 or 9a processes are inacted, when required. Liaise with the County Safeguarding Officer, as appropriate.

Manage the county diary and liaise with Match Secretaries in each section to ensure no clashes of interest.

Collate applications for team selections and distribute to selectors within each section. Receive details of match selections when made by each section’

Forward team selections for display on the Bowls Oxfordshire website and amend as required. Forward team selection sheets to club secretaries and delegates for display on their club notice boards.

Coordinate the overall playing records for all bowlers that may be playing within more than one section, so there is no duplication of recording and advise the President when awards should be made.

General administration will include receiving notices advising about changes to club uniforms and applications to establish new clubs or new affiliations.

Arrange the distribution of tickets and car parking concessions annually for the National championships. Monitor achievements from National competitions for PR purposes.

Personal attributes desired

1. Good written and verbal communication skills. Be IT literate
2. Have experience and a good reputation as an organiser and administrator.
3. Be articulate and have a good eye for detail

 

21.4    County Administrator

 The primary role will be to support the County Secretary with the outward facing, third parties within Bowls, leaving the County Secretary to prioritise the inward facing aspects of managing Bowls within Oxfordshire.

 

The BO Administrator is the primary contact point between Bowls England and all bowling activities in the county of Oxfordshire.

Incoming correspondence will be forwarded for action or information to the appropriate persons or clubs affiliated to the county.

Outgoing correspondence to Bowls England will be coordinated and receive final checks before being forwarded on behalf of affiliated clubs and Bowls Oxfordshire.

 

 Functions and Responsibilities

1. Issue and collect annual forms for County, National and Domestic competition entries from affiliated clubs. Liaise with the County Treasurer to ensure fees have been paid and forward the appropriate part of the entry fees to Bowls England.
2. Pass details of all competition entries to the relevant section’s Competition Secretary, who will manage the draws and competitions they are responsible for. Oversee to ensure there are no clashes of interest and encourage different events to maximise the hosting clubs facilities, including the rinks required, even if this means holding different section events at the same location.

3.  Collect details of affiliated members at each club annually. Liaise with the County Treasurer to pay Bowls England affiliation fees. Keep database of affiliated members.

         4.   Liaison with Bowls England. Dealing with Bowls England directives.

 5.  Receiving and disseminating Bowls England and Bowls Development Alliance (BDA) advice and information.

6. Disciplinary matters. Forward to the County Secretary and support him/her in complying with regulation 9 and 9a procedures to deal with the allegations.

7.  Consider changes in Club uniform applications, acknowledge and record changes.

8.   Applications for new clubs to affiliate. Liaise with the County Secretary

 

       For clarification, if one person plays for the Ladies in one game, is young enough to play in the Junior section, but also plays the occasional mixed game, each of the 3 separate appearances counts towards the attainment of the county badges.

 

Person specification

1. Good communication skills
2. Good leadership experience
3. IT literate, with ability to use word documents and excel spreadsheets and keep databases. Also able to use IT for communicating with others (Emails etc)
4. Have an appreciation of how bowling is managed across the county at different levels
5. Approachable and a good team worker.

 

21.5    County Treasurer

Core tasks

Keep a day-to-day record of Bowls Oxfordshire’s finances. Accept match statements of income & expenditure from appropriate Officers in each section, together with invoices or receipts from sections. Back up records regularly to preserve the information.

Collect Income from affiliation fees, in conjunction with the County Administrator, as well as the income from all the National and Domestic competition feesfrom clubs and pass the necessary amounts to Bowls England, before the deadline dates and in coordination with the County Administrator.

Comply with BO policies, particularly on Financial Governance. Propose amendments to these policies when necessary. Provide a Treasurer’s report for each BO Senior team meeting. 

Allocate budgets for each section annually if necessary and monitor section accounts to ensure compliance. Liaise with Finance Officers for each section to ensure satisfactory arrangements for financing each section

Take responsibility for ordering, payment and collection of monies for stock items, e.g. shirts, waterproofs, glasses, stickers, ties, blazer badges etc. Provide the necessary stock to sections or individuals as requested.

Arrange annual independent auditing of the Bowls Oxfordshire account and any other section account that is set up.

Render a full account of Bowl’s Oxfordshire’s Income & Expenditure, providing periodic statements to the Strategic Council as necessary.

Manage the mandate arrangements with the bank including any changes that are required periodically.

Make proposals annually for affiliation fees, competition fees, match fees and travelling costs for the Men’s, Ladies, Mixed and Young Bowlers sections, as appropriate.

Personal attributes desired

1. Good written, numeracy and verbal communication skills. Be IT literate
2. Have experience and a good reputation for handling financial responsibilities.
3. Be articulate and have a good eye for detail
4. Honesty and integrity.

24.5    County Safeguarding Lead

Reporting into: Oxfordshire Bowls Executive Committee

Core tasks

• Assist the county in adopting and promoting the National Governing Body Safeguarding Policies and Procedures.
• Assist the county to identify areas for development to ensure a safe and welcoming environment for young players and adults at risk.
• Be the first point of contact for staff, volunteers and members, for any issue concerning the safeguarding of adults at risk, poor practice, and potential or alleged abuse within or outside the sport. Support the Safeguarding Officer for the Young Bowlers section who will be the first point of contact for children and parents.
• Ensure that all incidents and concerns are dealt with in accordance with policy guidelines.
• Ensure that all relevant members, volunteers and staff have the opportunity to access appropriate safeguarding training, with the support of the club/National Governing Body.
• Ensure that appropriate procedures for safe recruitment of staff and volunteers are in place locally.
• Maintain contact details for Child Social Care (CSC) (previously Social Services), Adult Social Care (ASC) the Police and NGB Safeguarding Officer. Display these alongside your contact details, using Bowls Development Alliance templates.
• Ensure that Codes of Conduct guidance is in place and understood for staff, volunteers, coaches, parents, carers and children and that they are communicated to the relevant parties when joining the club and after any major revisions.
• Advise on safeguarding issues or be in attendance as necessary on County Management Committees.
• Maintain confidentiality but do not promise secrecy – Safeguarding issues involving children have to be reported to the NGB Safeguarding Lead who will deal with any necessary onward referral. Safeguarding issues involving adults at risk should also be referred on a ‘no names basis’ to seek advice from the NGB Safeguarding Lead.

Core Skills

•  Basic administration and secure record maintenance.
•  Communication skills.
•  Experience in working with vulnerable adults (although not essential) and knowledge about child protection and safeguarding.
•  Ability to manage and promote local safeguarding policy and procedures with the support of the county / National Governing Body.
• Develop awareness and communications with club Safeguarding Officers

Recommended Training

All clubs should ensure that their Club Welfare Officer(s) attend relevant training courses to ensure that all children and adults at risk are safe within their clubs.

County Safeguarding Officials need to stay up to date with their training to enable them to advise clubs, sections and youth teams.

DBS Enhanced certification is a requirement for this role.

 

24.6    County Communications Officer

 Reporting into: Oxfordshire Bowls Executive Committee

 

Key Responsibilities

• Be part of the organisation’s leadership team playing a key role in developing a strong organisational culture.
• Initially manage the Communications function providing effective guidance and support for moving the County towards successful unification.
• Own, develop, promote and operationalise the organisation’s brand and communication strategies to position Bowls Oxfordshire and the sport in a powerful and consistent manner.
• Contribute  in the  BE drop -in sessions in liaison with the County Administrator, and follow up on directives from the dissemination of the information to providing feedback to Bowls England.
• Oversee, maximize and champion Bowls Oxfordshire communications platforms and delivery of the annual communication plan.
• Develop external broadcast and media relationships and exploit opportunities to give Bowls Oxfordshire and the sport more profile.
• Manage event media operations.
• Develop and leverage a network of ambassadors and influencers to generate more coverage.
• Develop and manage the effective distribution of all major media statements, and lead any crisis management for the benefit of Bowls Oxfordshire reputation.
• Oversee Bowls Oxfordshire marketing function ensuring brand guidelines are adhered to and marketing campaigns are fully integrated and optimized. Seek external opportunities for sponsorships for specific events and income from advertising on the County Website, to support the management costs for ensuing the success of the Bowls Oxfordshire organisation.
• Support the delivery of commercial and marketing partnerships.
• Lead Bowls Oxfordshire corporate affairs both in terms of internal communication and also external communications, influencing and lobbying.
• Oversee the Management of the County’s website and provide advice and training to others that might have access to the county website.
• Oversee the County Website and ensure it is kept up to date, topical and informative.

 

Preferable Skills and Behaviours

 •         An engaging communicator with excellent verbal and written communication skills.

• Be up for a challenge and have a positive, energizing, can‐do attitude.
•  A proven team player who seeks out common goals and brings people together.
•  Open‐minded with a desire to understand and get the best out of others.
•  Hard working and accountable, with an appetite for continuous improvement.

 

24.7    Section Chair-persons

Core tasks

As the section representative, provide updates to the Strategic team at planned meetings throughout the year on relevant section matters. Provide onward communication to section officers when decisions may affect the operational arrangements in each section.

Contribute to debates and decisions at the Bowls Oxfordshire Strategic Team meetings.

In the event that both the President and Vice President cannot attend a section activity, attend that activity within your own section as the lead officer and senior representative and carry out any role that may have been wanted from the President.

At the Operating level : 4 Sections (Men’s, Ladies, Mixed & Young Bowlers):

Attend and chair all section meetings and keep in regular contact with other officers in the section.  It is recommended that monthly meetings may be required in the first year of unification. Ensure the Bowls Oxfordshire policies are enacted at section level.

Represent the section at all Bowls Oxfordshire meetings, with full voting rights. Provide feedback on section activities or other issues to the Bowls Oxfordshire Strategic team.

Handle any correspondence received directly or from the County secretary on section matters

Provide leadership, encouragement and set good examples to your section peers for managing bowling events within your section

Chair the selection committee for forthcoming matches for your section.

Arrange for a selection committee to be appointed for section matches.

Preferable Skills and Behaviours

 •         An engaging communicator with good verbal and written communication skills.

• Be up for a challenge and have a positive, energizing, can‐do attitude.
•  A proven team player who seeks out common goals and brings people together.
•  Possess leadership qualities and lead by example.
• Have integrity, common sense and a sense of fairness

 

24.8    Section Match Secretary

Core tasks

In relation to Section matches, arrange and confirm all fixtures with fellow Match Secretaries from other Counties. Liaise with the County Secretary to ensure no fixture clashes with other sections (although Men’s and ladies sections playing on the same date may be acceptable). Liaise with other Section Secretaries to ensure no clash of fixtures, or no major ones at least.

Arrange home venues for matches and confirm the requirements for the day with the club secretary.

Forward a fixture list to the County Secretary at the beginning of the season for all section matches, including dates for further matches involving Inter-county competitions and nationally managed competitions.

Attend all matches whenever possible and be responsible for the completion of all scorecards and match sheets as required for each game. Make contact with the opponents match secretary to agree the playing format for the day and advise all skips who they are playing with and on which rink.

Each section is to agree within their section who will be responsible for collecting match fees from players, pay transport costs if appropriate and pay the host club for any rink fees or meals. A match statement for all financial matters must be sent to the County Treasurer within 48 hours. This particularly important  if no Section Financial Officer is present or is not appointed within the section.

Brief the senior official present (President, Vice president or section Chair-person) at each match on the result, the need to award badges, highest winning rink or anything else that may be relevant

Report scores on the website along with a match report or forward to the County Communications Officer

Oversee the selections for each game and seek replacements to cover people withdrawing before the start.

Update the records of the number of games played by players and arrange for appropriate blazer badges to be presented by the President. Send copies annually to the BO County administrator, who is responsible for the overall playing records, as bowlers may play for more than one section.

Personal Attributes required

1. Possess good organisational skills
2. Good numeracy, verbal and written communication abilities
3. Available and approachable to players with their questions and personal needs
4. Be a good team member
5. Take charge of after match responsibilities and brief the senior representative attending. 

 

24.9   Section Competition Secretary

Core tasks

Be responsible for the organisation and running of all section competitions including the National Championships up to the final and pass the details of those qualifying to represent the county to the BO County secretary.

Receive the list of bowlers to compete in each national championship competition relevant for your section plus domestic competitions relevant for your section and arrange a fair draw following the national plan for dates and pass a copy of this to the website coordinator for display.

Appoint competition secretaries, as necessary and liaise on the running of their respective competitions and ensure the website is kept up to date on a regular basis.

Take personal responsibilities for arranging National Championship County Finals and Domestic competition finals relevant to the section, with suitable host clubs and everything the day requires, including markers, umpire, informal presentations, photographs etc

Invite a Senior County Officer to attend all finals and brief them appropriately. Arrange for photographs to be forwarded to the website coordinator.

Personal Attributes required

1. Possess good organisational skills
2. Possess good IT literacy
3. Available and approachable to players with their questions and personal needs
4. Be a good team member
5. Take charge of competition final management and brief the senior representative attending.

 

24.10   Section Finance Officer (if required)

Core tasks

Note: Some sections may choose to amalgamate this  role with another role

Attend all matches whenever possible and be responsible for collecting match fees, payment of travelling contributions and settlement of costs with host clubs.

Ensure a match statement is sent to the BO County Treasurer within 48 hours or each match.  Bank any surplus of income into the Bowls Oxfordshire account, as required.

Acquire bowls clothing in advance for new players in matches and collect monies necessary, before forwarding details to the BO County Treasurer.

Pay any necessary expenses, within the BO policy for matches or competitions that arise.

Pay any expenses, as required for competitions organised within the section.

Personal Attributes required

1. Possess good organisational skills
2. Good numeracy, and accurate accounting of monies handled
3. Honesty and integrity
4. Be a good team member

 

24.11   Safeguarding Officer – Young Bowlers Section

Reporting into: The Chair-person of the Young Bowlers Section

Core tasks

• Assist the county  in adopting and promoting the National Governing Body Safeguarding Policies and Procedures.
• Assist the county to identify areas for development to ensure a safe and welcoming environment for young players and adults at risk.
• Be the first point of contact for children and parents for any issue concerning the safeguarding of children, poor practice, and potential or alleged abuse within or outside the sport.
• Ensure that all incidents and concerns are dealt with in accordance with policy guidelines.
• Ensure that all relevant members, volunteers and staff have the opportunity to access appropriate safeguarding training, with the support of the club/National Governing Body.
• Ensure that appropriate procedures for safe recruitment of staff and volunteers to assist and coach children are in place locally.
• Maintain contact details for Child Social Care (CSC) (previously Social Services), the Police and NGB Safeguarding Officer. Display these alongside your contact details, using Bowls Development Alliance templates.
• Ensure that Codes of Conduct guidance are in place and understood for officers, volunteers, coaches, parents, carers and children and that they are communicated to the relevant parties when joining the club and after any major revisions.
• Advise on safeguarding issues or be in attendance as necessary on the Young Bowlers Section Management Committees.
• Maintain confidentiality but do not promise secrecy – Safeguarding issues involving children have to be reported to the NGB Safeguarding Lead who will deal with any necessary onward referral. Safeguarding issues involving adults at risk should also be referred on a ‘no names basis’ to seek advice from the County Safeguarding Lead & from the NGB Safeguarding Lead.

Core Skills

•  Basic administration and secure record maintenance.
•  Communication skills.
•  Experience in working with children and knowledge about child protection and safeguarding.
•  Ability to manage and promote local safeguarding policy and procedures with the support of the county / National Governing Body.
• Contribute to the develop of awareness and communications with club safeguarding Officers

Recommended Training

All clubs should ensure that their Club Welfare Officer(s) attend relevant training courses to ensure that all children and adults at risk are safe within their clubs.

County Safeguarding Officials need to stay up to date with their training to enable them to advise clubs, sections and youth teams.

DBS Enhanced certification is a requirement for this role.