Competition Secretary – Job Description

Role Summary

The Competition Secretary manages all competition-related administration for the club using Swim Club Manager (SCM). They are responsible for importing “meet files” from host clubs, creating event invites for parents, and submitting final entries to external meets. The role involves liaising with host clubs and the Club Treasurer for invoicing, as well as coordinating the organisation of officials and volunteer roles needed for competitions.

Key Responsibilities

  • Use Swim Club Manager (SCM) to manage all competition-related administration.
  • Import “meet files” from host clubs into SCM.
  • Create and send out meet invitations to parents and swimmers.
  • Manage late changes and update entries as required.
  • Submit final entries to host clubs by the stated deadlines.
  • Liaise with host clubs on entry confirmations, accepted swims, and any queries.
  • Work with the Club Treasurer to arrange invoicing and payment for entries.
  • Support the organisation of officials and volunteers required for each meet.
  • Maintain clear communication with coaches, swimmers, and parents regarding competition details.

Skills & Qualities

The role would suit someone who:

  • Has regular access to a computer; the technology involved is straightforward and training will be provided.
  • Is well organised and able to keep on top of deadlines.
  • Communicates clearly and effectively with parents, swimmers, coaches, and other clubs.
  • Can occasionally carry out tasks during the working day (e.g., submitting entries promptly when host clubs open their systems).
  • Is happy to manage regular open meets; internal club galas and more complex county or regional competitions will be handled by other members of the team.

Time Commitment

  • Average commitment is around 1 hour per week, though the role typically involves short bursts of activity: importing meet files and sending invites, then later consolidating entries and submitting them to host clubs.
  • Activity is generally higher during the autumn term, but the role continues throughout the swimming season, from September to July.
  • Flexibility is helpful to meet entry deadlines, which may occasionally fall during the working day.

Reporting & Support

  • The Competition Secretary reports to the Chairman and works closely with the Treasurer for invoicing and payment of entries.
  • Ongoing support and guidance will be provided by the Chairman and Treasurer to ensure the role is manageable and effective.