Club Committee

Port Macquarie Magpies AFL Club Committee Role Descriptions

---

President

Purpose of the Role

The President provides leadership and strategic direction for the club. They ensure the committee functions effectively, represent the club publicly, and oversee compliance with governance requirements.

Key Responsibilities

- Lead overall operations of the club ensuring alignment with constitution and AFL North Coast by-laws.

- Chair meetings, ensuring fair participation and decision-making.

- Represent the club at league meetings, community events, and with sponsors.

- Support committee members and resolve conflicts.

- Ensure compliance with reporting obligations including AGM and financial submissions.

- Promote the club’s culture and values.

- Act as spokesperson for media and community issues.

Time Commitment

2–4 hours per week during the season, plus attendance at games, events, monthly meetings and league meetings.

Skills & Attributes

- Strong leadership and communication skills.

- Organised and able to delegate effectively.

- Confident in public speaking.

- Understanding of governance and compliance requirements.

Reports To / Works With

Reports to: Members of the club (via AGM). Works with: Vice President, Secretary, Treasurer, committee, coaches, AFL North Coast.

---

Vice President

Purpose of the Role

The Vice President supports the President, stepping in during absence and often taking on specific portfolios or projects.

Key Responsibilities

- Assist the President in leadership duties and decision-making.

- Chair meetings when the President is unavailable.

- Support and oversee subcommittees or specific projects.

- Act as a liaison between the President and members when needed.

- Promote club values and culture.

Time Commitment

1–3 hours per week, plus attendance at meetings, events, and games.

Skills & Attributes

- Leadership ability.

- Strong communication skills.

- Supportive and collaborative approach.

Reports To / Works With

Reports to: President and Club Members. Works with: President and all committee members.

---

Secretary

Purpose of the Role

The Secretary is responsible for the administrative management of the club and ensures smooth communication between stakeholders.

Key Responsibilities

- Prepare agendas and take minutes at meetings.

- Manage correspondence by sending emails to the correct parties within the committee.

- Maintain club records, including constitution and by-laws.

- Organize the AGM and other official meetings.

- Ensure legal compliance with incorporation requirements.

Time Commitment

2–3 hours per week, more around AGMs or major events.

Skills & Attributes

- Organised and detail-oriented.

- Good written and verbal communication skills.

- Understanding of governance and compliance.

Reports To / Works With

Reports to: President and Club Members. Works with: President, Treasurer, Registrar, AFL North Coast.

---

Treasurer

Purpose of the Role

The Treasurer manages the financial affairs of the club, ensuring accurate records, transparent reporting, and compliance with legal and AFL North Coast requirements.

Key Responsibilities

- Receive and bank all income promptly.

- Pay approved invoices and expenses.

- Maintain accurate financial records and reconcile accounts.

- Prepare monthly and annual financial reports.

- Prepare an annual budget in consultation with the committee.

- Monitor financial risks and solvency.

- Ensure dual signatories are used for payments.

- Support committee fundraising and sponsorship efforts.

- Ensure smooth handover of accounts to the next Treasurer.

Time Commitment

2–3 hours per week, more around events or AGM. Attend monthly meetings.

Skills & Attributes

- Financial literacy and numeracy.

- Attention to detail and accuracy.

- Organised and trustworthy.

- Ability to present financial information clearly.

Reports To / Works With

Reports to: President and Club Members. Works with: Sponsorship, Events Coordinator, Registrar, full committee.

---

Sponsorship Coordinator

Purpose of the Role

The Sponsorship Coordinator builds and maintains partnerships with businesses and organisations to secure funding and support for the club.

Key Responsibilities

- Develop and maintain sponsorship packages and proposals.

- Approach local businesses and stakeholders for sponsorship opportunities.

- Ensure sponsors receive agreed benefits (logos, signage, acknowledgements).

- Maintain records of sponsorship agreements and payments.

- Work closely with Treasurer to manage invoicing and receipting.

- Promote strong relationships with sponsors to encourage long-term support.

-Major sponsors should have meetings arranged with Sponsorship Coordinator and President , with Sponsorship Coordinator taking the lead.

Time Commitment

1–2 hours per week, more during sponsorship drives at the start of the season.

Skills & Attributes

- Strong communication and negotiation skills.

- Ability to build professional relationships.

- Organised and proactive approach.

Reports To / Works With

Reports to: President and Treasurer. Works with: Events Coordinator, Marketing/Publicity volunteers.

---

Events Coordinator

Purpose of the Role

The Events Coordinator organises and oversees fundraising, social and community events to strengthen club culture and raise funds.

Key Responsibilities

- Plan, organise and promote club events throughout the year.

- Coordinate volunteers to assist with events.

- Ensure events run safely and within budget.

- Liaise with Sponsorship Coordinator to include sponsor promotion in events.

- Work with Treasurer to manage finances for events. (breakdowns per events)

- Gather feedback to improve future events.

Time Commitment

1–3 hours per week, heavier around events.

Skills & Attributes

- Event planning and organisational skills.

- Creative and proactive.

- Strong teamwork and communication skills.

Reports To / Works With

Reports to: President. Works with: Treasurer, Sponsorship Coordinator, Committee members, Volunteers.

---

Registrar

Purpose of the Role

The Registrar manages player registrations, ensures compliance with league systems, and maintains up-to-date player records.

Key Responsibilities

- Manage the registration process for all players.

- Ensure players are correctly entered in the league system (PlayHQ).

- Maintain accurate records of players, coaches, and officials.

- Work with Treasurer to track registration fee payments.

- Provide updated player lists to coaches and Football Operations Manager.

- Ensure compliance with league registration rules and deadlines.

Time Commitment

1–2 hours per week during pre-season and season.

Skills & Attributes

- Attention to detail and data management skills.

- Good communication and organisation.

- Comfortable using online registration systems.

Reports To / Works With

Reports to: Secretary and Treasurer. Works with: Coaches, Treasurer, Football Operations Manager, AFL North Coast.

---

Football Operations Manager

Purpose of the Role

The Football Operations Manager oversees the on-field football operations of the club, supporting coaches, managing logistics, and ensuring compliance with AFL standards.

Key Responsibilities

- Coordinate match-day logistics.

- Support coaches with resources and communication.

- Ensure equipment and facilities are available for games.

- Ensure smooth match-day operations.
* Timekeeper booked in.

* Ground manager if not already yourself.

*Goal Umpires for each grade.

Time Commitment

2–4 hours per week during the season.

Skills & Attributes

- Strong organisational and problem-solving skills.

- Good communication and leadership ability.

- Knowledge of AFL game operations.

Reports To / Works With

Reports to: President and Committee. Works with: Coaches, Team Managers, Registrar, Uniform Coordinator.

---

Uniform Coordinator

Purpose of the Role

The Uniform Coordinator ensures players, coaches and volunteers have access to appropriate club apparel and equipment.

Key Responsibilities

- Manage orders of playing uniforms, training gear, and merchandise.

- Maintain stock records of uniforms and apparel. (Stock will stay with President currently)

- Coordinate distribution of uniforms to players at season start.

- Work with Treasurer to manage payments for uniforms and stock.

- Liaise with suppliers to ensure timely delivery and quality products.

Time Commitment

Seasonal workload (high before season starts, lighter during season).

Skills & Attributes

- Organisational skills.

- Attention to detail.

- Ability to liaise with suppliers and manage stock control.

Reports To / Works With

Reports to: President,Treasurer and Committee. Works with: Registrar, Football Operations Manager.

---

Player Welfare Officer

Purpose of the Role

The Player Welfare Officer supports the health, wellbeing, and personal development of players, ensuring a safe and inclusive club environment.

Key Responsibilities

- Be a confidential point of contact for player welfare issues.

- Promote mental health, wellbeing and support services.

- Ensure policies such as Member Protection and Child Safety are followed.

- Work with coaches to support players experiencing difficulties.

- Link players to professional services when needed.

- Promote inclusivity and positive club culture.

-Work with our trainer provider (Allied Health and Harley) to make sure they are booked in for home and away games and if they require anything.

Time Commitment

1–2 hours per week, plus availability to respond to player needs.

Skills & Attributes

- Empathy and good listening skills.

- Understanding of welfare and mental health issues.

- Ability to maintain confidentiality and discretion.

Reports To / Works With

Reports to: President and Committee. Works with: Coaches, Physio, Team Managers, AFL North Coast welfare officers.

Port Macquarie Magpies Code of Conduct
Club Code of Conduct