Entries Secretary…

Entries Secretary

Hatfield Swim club requires a volunteer to take over the role of Entries Secretary. The role is critical to the successful running of the club’s meets and contributes significantly to its financial income.

Below is a description of the main elements of the role.

Before Meet
Working with promoter and coaches re licensing, qualifying times etc
Creating meet in Sportsystem
Distributing Sportsystem entry file and communicating with external clubs
Creating meet event in calendar on club website
Capturing Hatfield entries via club website
Processing entries into Sportsystems and reconciling to club website
Monitoring overall numbers and closing entries early or scratching where over-subscribed
Reconciling to Paypal and processing refunds as appropriate
Generating programme
During meet
Working with University to connect to scoreboard and AOE
Processing withdrawals and creating meet documentation (ie start lists)
Capturing times and processing disqualifications
 After meet
Submitting to Rankings
 External meets
Creating meet event in calendar on club website
Capturing Hatfield entries via club website
Processing entries into Sportsystems or Hy-Tek and reconciling to club website
Submitting to organising club
Working as Recorder in Excel and Hy-Tek for Peanuts, Major League and Arena League

A detailed manual is available showing all necessary steps for the above and training will be given on all relevant software before and during live meets to ensure that all eventualities are covered. Good people skills (customer service) are also required, as you will be communicating with individuals and teams who require more support with their entry process.

If you are interested or require further details, please contact JB Vannier at:

entries@hatfieldswimmingclub.org