Membership Secretary


Ensure the club keeps an accurate list of members and ensure these members are all registered with Scottish Swimming (SASA).

Main Functions and Duties

  • Attend Committee meetings.
  • Accurately maintain the Club’s database of members.
  • Ensure Hytek Team Manager software is up to date and distributed to necessary coaches and committee members.
  • Ensure "Team Connect Online license" and "Hytek Technical Support license" is renewed as necessary.
  • Complete Annual Membership Renewal process for Scottish Swimming (SASA).
  • Provide Scottish Swimming (SASA) with regular updates to membership database and pay fees as they fall due.
  • Communicate with new members, obtaining initial membership forms and fees.
  • Communicate squad moves to members and advise of any changes to fees.
  • Maintain Club Handbook and provide current version for inclusion on website
  • Maintain e-mail distribution lists to enable distribution of messages to members as required.



This is an administrative position requiring some organisation skills and involving the use of:

  • Word processor software
  • Emails & group mails & Electronic Address Book
  • Diary (to keep track of dates of trial, renewals, etc.)
  • Hytek system (easy to learn)
  • CMS system (SASA's software) (easy to learn)



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


Training and Support

Safeguarding & Protecting Children Workshop (renewable every 3 years)


Time Commitment

An average of 2-3 hours a week, sometimes more, sometimes less.