Competition Secretary

The Competition Secretary is responsible for maintaining the
fixtures calendar and helping to arrange the competitive activities
of the club. They ensure that organisers are found for events and
liaise with other clubs to make sure everything goes to plan. Ideally
this position should be filled by someone with experience as a
competitor and organiser.

Some of the duties of a Competition Secretary may include:

• Formalise events calendar with Club committee and event organisers.
• Organise and book the facilities and venues that the Club uses.
• Send details to Motorsport UK/Event Steward as required, and check appointment of other necessary officials for the event.
• Liaise with the Secretary and Press Officer to promote the event on the website and social media and ensure all information is timely and up-to-date.
• With the support of other club officials and organisers, draft the Supplementary Regulations.
• If needed, manage and administrative the entries process for the Club’s events.
• Make Clubs in the local area aware of your Club’s events, as well as the Regional Association and Championship Coordinators.
• Liaise with the Treasurer for entry fees.
• Prepare all paperwork for events such as listing the fixture, applying for the Motorsport UK Event Permit, and creating running orders.

Many of the duties and responsibilities listed above may cross over with organiser’s roles and/or other club officials.

Membership Secretary

The Membership Secretary is responsible for keeping records of
the club membership. They are the first port of call for new
members wishing to join the club and they generally collect and
manage subscriptions and renewals. The role can also involve
working towards activities which promote membership retention.

Membership Secretaries’ main duties and responsibilities include:

• To respond to all enquiries from potential new members in a timely manner
• To collect renewal membership on an annual basis from existing members
• To simplify processes by setting up monthly or annual direct debit payments (where applicable) or managing and using a membership platform for this process
• To issue welcome packs and/or welcome emails to new members including an introduction to the committee, the club constitution and rules
• To maintain an up-to-date database of members
• To produce membership status updates and reports for the club’s committee as required
• To suggest and organise new membership offers, i.e. for attendees of club open days or taster events
• To work with the committee to organise activities which promote membership retention
• To ensure data privacy and GDPR obligations are upheld

Press Officer

The Press Officer of the Club is responsible for the promotion of the
club and its activities. They manage the Club’s press releases, as
well as managing their social media channels sometimes. The Press
Officer normally liaises with any media outlets to publicise the Club
and its events.

Press Officers cover a wide range of duties and responsibilities, which can include:

• Cultivating and nurturing the Club’s existing media contacts, building and establishing the Club’s presence both locally and within motorsport
• Preparing communication plans for events and implementing them
• Organising articles, content and media coverage for club milestones, events, and activities
• Liaising with the Club’s committee to steer press and media strategy
• Writing press releases and reports for the Club’s news section of the website, or magazine
• Updating the website with press releases
• Creating, curating and refining the Club’s tone of voice
• Making sure that all articles, press releases, media, content, and the Club’s presence both online and offline are in line with Motorsport UK’s Race With Respect code, and reflect the positive community of motorsport

Safeguarding Officer

The Safeguarding Officer is the first point of contact for all
safeguarding enquiries within your Club. This role helps to ensure that
the welfare of all children, young people, and adults at risk is promoted
in the Club’s activities. They should develop a positive culture that
encourages both children and adults to share any concerns they have
and be confident that they will be listened to. It is mandatory to have a
safeguarding officer within your Club.

It is the role of the safeguarding officer to promote the welfare of all Club members. This can include:

• Ensuring you are familiar with Motorsport UK Safeguarding policies, procedures, and guidance.
• Actively maintain and promote Club Safeguarding policies.
• Ensuring that you (or a nominated other) are in attendance and/or contactable at all events.
• Be the first point of contact for Club members if they have an issue or concern regarding
  someone’s welfare.
• Being aware of resources that can help support club members.
• Undergo safeguarding training when requested by Motorsport UK.

One of the main responsibilities of a safeguarding officer is managing incidents concerning the welfare of children and adults at risk. This can involve:

• Reporting safeguarding concerns to the Motorsport UK Safeguarding Team within 24 hours of becoming aware or notified.
• Maintaining accurate records of safeguarding incidents.
• Promoting and ensuring that confidentiality is maintained.
• Sharing information on a need to know basis.
• Liaising with statutory authorities as required/requested.