Club Secretary


To be the principal administrator for the Club, and ensuring the club and its members function effectively.

Main Functions and Duties

  • Be the first point of contact for enquiries
  • To make pool and room bookings for Club training and Meetings
  • Affiliating the Club to West District
  • To liaise with Scottish Swimming, local authority, other clubs and partners as required and maintain effective relationships
  • Receive, assess and distribute correspondence, which is mostly received by email. The majority of correspondence and information comes from Scottish Swimming and West District.
  • Co-ordinate committee meetings, this includes booking the room, checking availability of committee members, collecting items for the agenda and taking the minutes
  • Creating Minutes for Presidents approval, distribute to committee to allow action points to be dealt
  • Ensure that up to date coaches certificates/disclosures and insurance documents are held by the relevant facilities and displayed on the notice board
  • Maintain club notice board



  • Good organisation and communication skills
  • Reliable & trustworthy
  • Approachable & friendly
  • Ability to delegate
  • Be aware of key agencies and partners
  • Maintain confidentiality
  • Be computer literate
  • Motivator & problem solver
  • Patient



  • Be a member of Scottish Swimming
  • Sign and adhere to the Club’s Volunteer Code of Conduct
  • Attend appropriate training


Training and Support

Safeguarding & Protecting Children Workshop (renewable every 3 years)


Time Commitment

Approx 1.5 hr per week - variable