cssThe secretary is one of the most important roles in a club or league. The main point of contact for your County FA, team managers and clubs/leagues, the secretary will look after the administrative duties for the club/league.

Often, a volunteer who loves the game holds the position of football club secretary. The secretary must give up personal time and attend meetings that benefit the players and club.

Generally, you’d need to have excellent organizational and communication skills.

This role is a very important one and should be taken by someone who has the skills and commitment needed. A secretary must be appointed within one month of the club’s existence. If the secretary of the club resigns the club must appoint a new secretary within 14 days.

What is the role of a Football Club Secretary?

The main purpose of this job is that of principal administrator for the club. The club secretary carries out or delegates all the administrative duties that enable the club and its members to function effectively.

The club secretary is a pivotal role within the club, with a close involvement in the general running of the club. The secretary and their assistant provide the main point of contact for people within and outside the club on just about every aspect of the club’s activities.

What qualifications do you need to be a Football Club Secretary?

The qualifications needed to become a football secretary can vary depending on the role but generally, they include:

Educated to GCSE standard or equivalent, to include Maths & English along with being competent in the use of Microsoft Outlook, Excel, and Word are the main qualifications you will need.

A huge plus if you are looking to become a football club secretary would be to start gaining a general knowledge and understanding of the professional football regulations of FIFA / The FA / Premier League and English Football League, particularly pertaining to the transfer and registration of players, fixtures, governance, intermediary regulations, player disciplinary and youth development rules.

What skills do I need to become a football club secretary?

There are many skills required to be but the most common one’s employers look for are:

  • Excellent I.T. and administration skills
  • Verbal and written communication skills
  • Teamwork and interpersonal skills
  • Attention to detail and a highly-organised approach to work
  • Ability to prioritise work and to work well under pressure
  • Analytical and problem-solving skills
  • Integrity and discretion when handling confidential information

Of course, this is not uniform across all clubs so adhere to the job description for the job you’re applying for.

What are the main responsibilities of a Football Club Secretary?

As the club secretary, you will be responsible for overseeing and carrying out the football administration duties of the football club. The secretary has contact with a wide range of people from within and outside the club. Representation of the club at outside meetings provides the opportunity to find out what is going on at league and county level.

Another main focus of the football secretary is to handle the player’s registration forms. The secretary keeps an accurate record of the players, including a copy of each football player’s birth certificate on file, should any questions arise regarding eligibility. The secretary also maintains physical records and other documents required by the governing sporting authority.

Records of the club need to be kept. This could include a list of all the members, previous committee members, previous decisions that have been made. Any correspondence that has been received that gives information or is related to important decisions is also kept. Important historical records may also be kept and held in a safe place by the secretary

The importance of Minute Taking

The club secretary keeps accurate records of each meeting’s minutes or a detailed timeline of the meeting.

Minutes are the formal and legal record required to record the business of a club and can be used in a court of law and may be used by ‘auditors’ to check that any spending of funds has been authorised and used for what it was intended.

It is helpful when writing minutes to imagine that if you had not been at the meeting would you be able to understand what had happened from reading the minutes

After each meeting when the minutes are read, moved as correct, seconded and everyone is happy with them they should be signed off by the Chairperson

When writing the agenda for the next meetings it will be necessary for the secretary to meet with the Chairperson and/or other executive members of the committee.

Tips to becoming a good Football Club Secretary

As the first point of contact with the club it’s key to firstly understand the importance of your role and requirements before applying or volunteering for the role. You may be expected to work weekends and, in the evenings, which isn’t always something everyone can accept.

At times being a football club security can be demanding, as it is a high-profile job that has a major impact on the efficient and effective management of the club.

The relationship between the secretary and the other members of the committee is important. Communication with the chairperson should be on a regular basis. The club secretary often helps order supplies, including uniforms, shoes and equipment, for the football team.

You’ll work hand in hand with the treasurer to follow the budget guidelines set forth by the committee. If payment is due for other things, including hospitality items used during meetings, the secretary submits the invoices to the treasurer for payment.

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