Club Manager

Objectives

• To provide good quality food, beverages and service during operating hours and on game days

• Promote and manage the use of the club house and facilities by club member and the wider community

• Ensure the club house is clean and tidy

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Responsibilities

• Maintain proper food and hygiene standards – council regulations and other regulations 

• Follow food and beverage safety guidelines 

• Understand the licensing regulation and request variations as required 

• Supervise canteen staff and volunteers as is required

• Ensure all bar workers including volunteers hold current RSA certification and maintain copies of these certificates

• Ensure all canteen workers including volunteers are familiar with correct food handling and hygiene practices

• Review and price all stock items to be sold 

• Ensure good stock rotation practices are in place

• Ensure the right stock levels of food and beverages

• Ensure the club house, food and beverage is available on game days

• Take bookings for the club facilities and manage the hire process

  • Booking enquiries

  • Booking acceptance

  • Deposits and bonds and payments

  • Managing the service offered to the public

• Accurately record all wastage and ensure waste collection occurs

• Obtain, and account, for any floats that are required 

• Be responsible for counting and recording the daily takings with one other person

• Maintain appropriate records as required by the club president/treasurer

• Be responsible for safety and security in the canteen inclusive of money, keys, closing procedures arming security alarms

• Ensure club BBQ is maintained, has gas, and is available for use

• Ensure the club house is cleaned regularly and is kept in a tidy manner

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Director of Rugby

Objectives

• Support the coaches and managers by delivering education opportunities  

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Responsibilities

• Foster a positive club spirit amongst all coaches and managers 

• Manage the recruitment process for team coaches for each team

  • Seek expressions of interest

  • Interview 

  • Appoint 

• Ensure all club coaches hold appropriate qualifications

  • Blue Card

  • Smart Rugby

  • Level 1 / Level 2

• Ensure coaches and managers are registered in the Rugby Xplorer

• Maintain accreditation records for coaches

• Arrange appropriate coach training sessions, locations, dates and times throughout the year

• Meet regularly with coaches to discuss performance and provide feedback 

• Arrange for, and conduct where appropriate, assessments of the club’s coaches 

• Manage issues with coaches

• Develop coach development resources and deliver these courses with the Junior Rugby Manager

  • How to run a team

  • How to coach kids

  • What to coach kids

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Equipment Manager

Objectives

• Ensure all teams have the right, quality equipment for game days and trainings

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Responsibilities

• Ensure the scrum machine in kept in working order

• Ensure gym room and equipment is maintained – damage identified and repaired

• Develop gym policies and processes 

• Ensure safety procedures are followed when in the gym – induct gym users

• Ensure the equipment shed is kept tidy and secure

• Ensure adequate levels of shared training equipment is maintained and available 

  • Tackle bags

  • Hit shields

  • Tackle suites

  • Goal post pads

• Ensure coaches receive adequate training resources by firstly assessing requirements, then secondly distributing equipment, then thirdly recovering those resources at season end

  • Balls

  • Cones

  • Bibs

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Facilities Manager

Objectives

• Ensure the club house and immediate surrounds is maintained in top condition and is safe and suitable for use

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Responsibilities

• Manage all repairs to facilities and buildings and immediate surrounds – kitchen, toilets, changing rooms, showers, keys and locks, roof, plumbing, electrical, gas, refrigeration, air conditioning, windows,  buildings, gardens, trees, club memorabilia within the club house

• Manage a proactive maintenance programme for all facilities and buildings and immediate surrounds

• Ensure keys and locks are cut and distributed each year

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Field Manager

Objectives

• Ensure the fields are maintained and are in great condition for game days and trainings

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Responsibilities

• Make sure the grounds are watered regularly/each week

• Collect pitch damage incidents

• Complete or manage pitch repairs 

• Ensure the pitches have line markings for play

• Ensure the scoreboard is functioning and maintained​​

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Funding Manager

Objectives

• Improve the financial position of the club by:

  • attracting and retaining sponsors

  • by initiating and managing funding applications and requests for grants

• Assist the funding of projects by finding funding sources

 

Responsibilities

• Actively seek new and applicable grants and/or sponsorship for the club

• Complete applications for approved grants

• Work with project managers and committee members to fund initiatives through sponsors and grants

• Monitor funding opportunities at a federal, state, local and business level

• Form business relationships with local business – for funding and for shared services

• Maintain relationships with sponsors

• Ensure club sponsors are promoted using club channels and receive value from their sponsorship

• Develop sponsorship packages 

• Actively progress grant applications

• Ensure funding status reporting is provided to the committee and funding bodies

• Maintain a database of funding bodies and sources

• Maintain a sponsorship database and potential leads

• Meet with sponsors and act as a point of contact regarding issues

 

Junior Rugby Manager

Objectives

• Ensure the continued development, promotion and advancement of junior rugby and players within the club 

• Represent the interests of junior players, coaches and families 

• Build strong relationships with junior players, families, coaches, managers

• Provide support to junior coaches and managers

• Provide a safe environment for the club’s junior players and families

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Responsibilities

• Deliver the junior coach and manager induction at season start:

  • How to coach kids

  • What to coach kids

  • How to run a rugby team 

• Develop induction packs for teams to use with their families 

• Accept and manage any request from a junior coach or manager

• Act as a point of escalation for families and teams

• Communicate regularly with junior coaches and managers

• Ensure that team managers and coaches are acting according to the club’s Code of Conduct 

• Represent Eagles in front of all peak bodies – GCDRU, QRU, RA

  • Ensure the interests of Eagles are foremost in the minds of peak bodies

  • Press hard for fairness of the GCDRU draw and competition rules 

  • Manage disputes between Eagles and peak bodies

  • Manage sanctioning processes on behalf of Eagles’ teams

  • Manage relationships with schools – advertising, marketing

  • Manage relationships with other rugby clubs and organisations

  • Ensure processes from peak bodies are valid and correct and are known by club members

  • Ensure peak body processes are quality process – challenge and push back on bureaucracy 

  • Receive and then communicate with the club relating to fixtures, representative trials, matches, rules, decisions and other information and ensure this communication is distributed to the junior players and parents

• Assist with finding and organising extra touring matches and tournaments for junior teams 

• Assist teams with strategies to recruit and retain junior players 

  • Bring a Mate

  • Schools

  • Relationships with other clubs

• Ensure training night BBQs occur – rostered or otherwise – and ensure food is available

• Develop field allocations for all teams training (in consultation with the Senior Rugby Manager)

• Organise season photos

• Distribute gear shed keys and recover the keys at the end of season

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Media Manager

Objectives

• Create communication content – website, social media, newsletters

 

Responsibilities

• ​Maintain the club website and content

• Maintain the club social media platform and content – Facebook

• Collect content from committee members and teams

• Produce and distribute the monthly club newsletter

• Develop flyers and promotional materials as required for various events

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Merchandise Manager

Objectives

• To manage the design, procurement and sale of club merchandise

• Raise awareness of the club brand through merchandise

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Responsibilities

• Test the market in terms of merchandise

• Design a range of merchandise for sale – hoodies, caps, singlets

• Source suppliers and procure merchandise through supplier

• Minimise stock-on-hand in favour of suppliers holding stock and invoicing as we generate sales  

• Create channels then sell club merchandise 

• Provide club members with the opportunity to purchase merchandise at the beginning then throughout the year

• Provide regular updates to the committee and club members

• Provide reports as required

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Past Players Manager

Objectives

• Ensure the club retains its heritage and sense of history

• Ensure the club maintains connection with past players and club members

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Responsibilities

• Act as a point of contact for Past Players and maintain relationships with them

• Communicate news with the broader Past Players network

• Organise Past Players days and functions

• Ensure memorabilia is maintained and grows

• Recommend life memberships

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Project Manager

Objectives

• Receive initiatives and manage the process to prioritise and approve their start

• Deliver committee approved projects from start through to successful completion

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Responsibilities

• Receive initiatives and screen them – approval and prioritisation to be completed with the committee’s input

• Manage objectives, benefits, schedule, scope and approach, risks and issues, budget, resources, organisation change, communications

• Examples of projects may include:

  • Major facilities work

  • Facilities upgrades

  • New buildings

  • Rugby carnivals

  • Initiating women’s and colts’ rugby

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Registrar 

Objectives

• Ensure all players, coaches and managers are properly registered in a timely manner

• Configure Rugby Xplorer for correct and easy use

• Support all users (committee, coaches, managers, families) of Rugby Xplorer in their use of the system

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Responsibilities

• Configure the club’s Rugby Xplorer portal for registrations and other use including configuring teams, reports, user access, payment gateways

• Provide Rugby Xplorer technical support to coaches, managers, club committee 

• Ensure Rugby Xplorer users can use the system efficiently and effectively

• Assist with queries relating to registration

• Assist and monitor player transfers

• Provide regular status updates reports on teams and registrations

• Plan and manage junior registration days​

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Senior Rugby Manager

Objectives

• Ensure the continued development, promotion and advancement of senior rugby and players within the club 

• Represent the interests of senior players, coaches and families 

• Build strong relationships with senior players, families, coaches, managers

• Provide support to senior coaches and managers

• Provide a safe environment for the club’s senior players and families

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Responsibilities

• Deliver the senior coach and manager induction at season start:

• Develop induction packs for teams to use with their families 

• Accept and manage any request from a senior coach or manager

• Act as a point of escalation for families and teams

• Communicate regularly with senior coaches and managers

• Ensure that team managers and coaches are acting according to the club’s Code of Conduct 

• Represent Eagles in front of all peak bodies – GCDRU, QRU, RA

  • Ensure the interests of Eagles are foremost in the minds of peak bodies

  • Press hard for fairness of the GCDRU draw and competition rules 

  • Manage disputes between Eagles and peak bodies

  • Manage sanctioning processes on behalf of Eagles’ teams

  • Manage relationships with schools – advertising, marketing

  • Manage relationships with other rugby clubs and organisations

  • Ensure processes from peak bodies are valid and correct and are known by club members

  • Ensure peak body processes are quality process – challenge and push back on bureaucracy 

  • Receive and then communicate with the club relating to fixtures, representative trials, matches, rules, decisions and other information and ensure this communication is distributed to the senior players and parents

• Assist with finding and organising extra touring matches and tournaments for senior teams 

• Assist teams with strategies to recruit and retain senior players 

• Ensure training night meals occurs – rostered or otherwise – and ensure food is available

• Develop field allocations for all teams training (in consultation with the Junior Rugby Manager)

• Organise season photos

• Distribute gear shed keys and recover the keys at the end of season

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Team Coaches & Team Managers

Objectives

• Develop players’ skills – individual and a team

• Ensure that each player and family associated with a team has a great Eagles rugby experience

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Responsibilities

• Set objectives and success criteria for the season 

• Plan the season – build a season calendar

• Arrange matches outside of the regular competition – pre-season, mis-season, end of season

• Actively look for and enter carnivals and tournaments

• Ensure proper sanctioning is in place for matches outside of the regular competition

• Arrange tours as required ensuring commination with the committee 

• Organise after-match functions 

• Coach the players

• Organise social functions with your team

• Organise after-match functions as required

• Communicate with your families and players – anything and everything

• Manage individual team Facebook pages

• Provide the club with regular pictures and stories (weekly) about the team for use as club marketing materials

• Plan and deliver regular trainings

• Coach the team during game days 

• Conduct match reviews as appropriate 

• Ensure players continue to develop as individuals and as a team

• Appoint assistant coaches as required

• Conduct season reviews as appropriate 

• Junior specific responsibilities

  • Referee kids games (U12 or lower)

  • Actively recruit players and families through Bring a Mate

  • Induct new families into rugby by distributing information packs 

  • Run induction events for families associated with the team

  • Ensure that all juniors team members have their appropriate club rugby uniforms

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Technology Manager

Objectives

• Ensure the club makes best use of technology and considers technology when improving processes

• Supports technology and the users in the use of technology

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Responsibilities

• Maintains the hosting and administration of email

• Maintains the hosting of the club website

• Maintains club AV equipment including speakers, microphones, PA system

• Maintains security cameras and their access

• Maintains telephones and IT equipment

• Maintains the club internet connection

• Supports user of technology – primarily the committee members

• Regularly suggests improvements to process through better use of technology​​​

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Uniform Manager

Objectives

• Manage the procurement, distribution, collection, and repairs of all uniforms for players, coaches, managers and other officials

• Ensure uniforms – jerseys, shorts, socks – are distributed before the first pre-season game to both players and administrators

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Responsibilities

• Form policies relating to uniforms 

• Collect sizing information 

• Sourcing suppliers, organise quotes and orders with suppliers – at the start of the season then throughout the season as required

• Manage stock on hand, stock levels and the uniform room

• Manage the distribution of uniforms before the first pre-season game

• Manage the return of uniforms

• Provide reports as required​​​​