Volunteer Position Descriptions

Club President (AJ)

The Club President provides visionary leadership and strategic direction for Western Spirit, ensuring the club’s mission and values are upheld across all programs. They chair the Management Committee, set meeting agendas, and guide policy development to meet legal, financial, and constitutional obligations. By fostering a culture of transparency and collaboration, the President supports effective governance and empowers committee members to deliver on their responsibilities.

As the primary ambassador for the club, the President builds relationships with key stakeholders—including Ipswich Council, State government, Football Queensland, and community partners—to strengthen Spirit’s reputation and influence. They lead sponsorship negotiations, represent the club at public events, and champion initiatives that enhance member experience, volunteer engagement, and long-term growth.

Club President is a Management Committee Position

Club Secretary (Antoinette)

The Club Secretary at Western Spirit FC ensures the organisation meets all legal and constitutional obligations. They prepare agendas, record and distribute accurate minutes for Management Committee and AGM meetings, and maintain official records such as membership registers and policy documents.

In addition to governance duties, the secretary manages the club’s website, oversees social media pages, and coordinates promotional activities. They act as the primary communications hub—liaising with Football Queensland, Ipswich City Council, and members—while organising induction and training sessions on governance, compliance, and member protection.

Club Secretary is a Management Committee Position

Club Treasurer (Malindi)

The Club Treasurer maintains and reports on all financial records, overseeing budgets, cash-flow forecasts, and risk-management procedures. They produce monthly financial statements for the Management Committee and prepare end-of-year reports for the AGM.

They also manage sponsor invoicing and reconciliation, track canteen and merchandise revenue, and implement financial controls. The treasurer provides strategic advice on investments and cost-saving opportunities to support long-term club sustainability.

Club Treasurer is a Management Committee Position

Director of Operations/Vice-President (Brad)

The Director of Operations oversees Western Spirit FC’s day-to-day functions to ensure smooth, safe, and professional club activities. They manage canteen services—ensuring supplies, staffing, and efficiency—and coordinate merchandise sales, including inventory management, supplier contracts, and match-day displays. They also oversee facilities management, planning maintenance and upgrades, and liaising with Ipswich City Council on capital works, repairs, and safety compliance.

They act as the club’s primary council liaison—identifying grant and development opportunities and attending workshops—and develop and implement sponsorship strategies. The Director of Operations manages sponsor relationships, ensures commitments are fulfilled, and secures recognition benefits, driving revenue and strengthening partnerships.

Vice-President is a Management Committee Position.

Member Protection Officer (Demi)

The Member Protection Officer (MPO) ensures Western Spirit FC adheres to best-practice child safety and member protection standards. They develop and implement the club’s member protection policy, manage mandatory training for coaches, volunteers, and committee members, and handle any complaints or disclosures in line with statutory requirements. The MPO maintains confidential records and works closely with Football Queensland’s Safeguarding Unit to stay current on legislative changes.

By promoting a safe, respectful, and inclusive environment, the MPO acts as the first point of contact for safeguarding concerns. They lead awareness campaigns, deliver workshops on codes of conduct, and advise the Management Committee on risk mitigation strategies. Their proactive approach helps build trust among families, players, and volunteers.

Women’s and Girls’ Ambassador (Kaylah)

The Women’s and Girls’ Ambassador champions the growth and development of female participation at Western Spirit FC. They design and promote programs tailored to girls and women—ranging from MiniRoos through to senior teams—ensuring equitable access to coaching, facilities, and events. By collaborating with the Director of Football and Junior Technical Director, they integrate female-specific pathways into the club’s overall development plan.

Through community outreach and targeted marketing, the Ambassador raises the profile of women’s and girls’ football within the Ipswich region. They organize girls-only clinics, mentor emerging female leaders, and work with sponsors to secure resources that support growth. Their advocacy fosters an inclusive culture where female players feel empowered to excel.

Social Media Team (Mark Owen & Dannielle Semmens)

The Social Media Team partners with the Club Secretary to develop and execute digital engagement strategies across Facebook, Instagram, Twitter, and the club website. They create content calendars, design graphics, and write posts highlighting match reports, player profiles, and community events.

They monitor social media channels for member feedback and enquiries, respond promptly to comments and messages, and analyse engagement metrics to refine promotional tactics. Their work amplifies club stories, drives membership growth, and strengthens sponsor visibility.

Grants Officer (Mark Newman)

The Grants Officer works under the Director of Operations to identify and secure funding sources aligned with Western Spirit FC’s development priorities. They research grant opportunities at local, state, and federal levels, prepare and submit applications, and ensure compliance with funding requirements.

Once grants are awarded, the officer manages acquittals, tracks expenditure against budgets, and compiles final reports for grantors. Their efforts finance facility improvements, equipment purchases, and youth development programs, enhancing the club’s capacity and community impact.

Director of Football (Joe)

The Director of Football leads the strategic vision for all playing programs, from MiniRoos to FQPL. They oversee season start-up activities, including forming FQPL and senior squads, appointing coaches and managers, and setting performance standards and long-term development goals.

They mentor technical staff, coordinate player identification and retention strategies, and liaise with Football Queensland and the Junior Technical Director to ensure consistent coaching philosophies across age groups. Their leadership drives competitive success and player growth.

The Director of Football attends the Management Committee as a non voting guest.

MiniRoos Technical Director (Colin)

The MiniRoos Technical Director develops, monitors, and maintains coaching standards within the junior program (U6-U12). They support coaches through workshops, mentoring sessions, and accreditation courses to ensure training aligns with best practices.

Working closely with the Director of Football they design age-appropriate curricula and progression pathways. Their focus on coach development enhances player skill acquisition and prepares youth participants for higher levels of competition.

Canteen Convenor (To be confirmed)

The Canteen Convenor oversees the day-to-day operation of the club canteen, ensuring it is well-stocked, hygienic, and staffed during matches and events. They develop shift rosters, train volunteers on food safety standards, and negotiate supplier agreements to maintain cost-effective pricing and quality offerings.

They monitor inventory levels, implement promotional specials, and handle sales reconciliation. Their role ensures a positive match-day experience for members and generates vital revenue to support club programs.

MiniRoos and Referee Coordinator (Leigh)

The MiniRoos and Referee Coordinator ensures Saturday morning match days run smoothly for U6–U12 teams. They act as the point of escalation for any on-the-day queries from coaches, managers, or families, and ensure fields are set up and ready for play before kick-off. Their oversight keeps matches on time and maintains a safe, positive environment for young players.

They recruit, develop, and schedule club referees for all junior fixtures, manage referee payments, and mentor officials to uphold performance standards. By monitoring Blue Card compliance and addressing any officiating issues on game day, they deliver reliable, professional match oversight for Western Spirit FC.

Junior Manager (Cassie)

The Junior Manager assists junior team managers with administrative and operational queries, including player registrations, game-day and training logistics, and season-start activities such as team formation and parent information nights. They liaise between age-group coaches, the Junior Registrar, and the Volunteer Coordinator to ensure each manager has the resources and guidance needed to deliver seamless programs.

Acting as the escalation point for complex registration or compliance issues, the Junior Manager resolves disputes, coordinates Blue Card verification, and ensures adherence to member protection policies. They compile regular progress reports for the Operations Meeting and support initiatives that enhance the junior club experience.

Training Coordinator (Vacant TBC - new role)

The Training Coordinator manages the full training schedule and logistics for Western Spirit, working closely with the Director of Football, Junior Technical Director, Junior Manager, and senior coaches and team managers. They allocate fields, coordinate bookings with team managers and coaches, and advise of cancelled training sessions (e.g. weather related) communicating any changes promptly to stakeholders.

Responsible for all training equipment—including bibs, balls, goals, cones, and first-aid kits—the Training Coordinator oversees storage, maintenance, and distribution when/where required on training nights. They troubleshoot shortages, address coach queries in real time, and continuously refine processes to optimise training efficiency and safety.

Volunteer Coordinator (Vacant)

The Volunteer Coordinator recruits, inducts, and supports volunteers across all club operations, maintaining a live register with valid Blue Cards and clear role descriptions. They schedule shift coverage for canteen, facilities, match-day operations, and events, ensuring each area is staffed with trained and confident volunteers.

To foster retention and recognition, the Volunteer Coordinator develops onboarding materials, delivers role-specific training sessions, and implements initiatives such as “Volunteer of the Month.” Their engagement strategies cultivate a positive volunteer culture that underpins Western Spirit’s community spirit.

Club Registrar (Elisa)

The Club Registrar oversees the full registration lifecycle for all players across junior and senior age groups, from Under 6 through to Under 16, Under 18, FQPL, Metro Men & Women, Mens Masters, and Ladies Legends. They manage the online registration portal, process and verify payments, and generate real-time reports on registration status, outstanding fees, and member data accuracy.

As the primary contact for all membership enquiries, the Registrar responds to email queries, resolves payment disputes, troubleshoots technical issues, and ensures member records remain current. They lead fee reminder campaigns and provide clear, timely communication to families and players throughout the registration period.

The Registrar works closely with the MiniRoos Technical Director, Director of Football, and senior team coaches and managers to support team allocations and squad finalisation, ensuring balanced teams and competition compliance. They coordinate uniform sizing across all age groups and collaborate with the Kit and Merchandise Coordinator to manage ordering requirements.

To support smooth onboarding, the Registrar hosts registration support days and drop‑in sessions for both junior and senior players. For complex matters such as eligibility, policy clarification, or welfare concerns, they escalate appropriately to the Volunteer Coordinator or Member Protection Officer to maintain compliance and uphold member wellbeing.

Merchandise Sub-Committee (Aaron, Taylor & Samee)

The Merchandise SubCo manages Western Spirit FC’s retail and promotional products, overseeing inventory, supplier contracts, and order fulfillment for training gear, playing kits, and supporter apparel. They maintain accurate stock records, coordinate deliveries, and ensure merchandise displays are attractive and accessible on match days and at club events.

Collaborating with the Secretary, Social Media Officer and Director of Operations, they plan promotional campaigns, launch new product lines, and track sales performance against targets. They also handle pricing, payments, and reconciliations, ensuring merchandise revenue contributes effectively to the club’s financial sustainability.

Senior Manager (Vacant)

The Senior Manager works closely with senior coaches and team managers to coordinate training schedules and address match-day or player registration queries. They act as the key liaison between coaching staff and club administration, ensuring clear communication on logistics, competition rules, and player availability.

They offer advice and support to team managers, and liaise with the Registrar on player registration matters—including payments, clearances, and eligibility issues—to maintain accurate records and smooth squad operations.

Match Day Coordinator & Ground Official (Various)

The Match Day Coordinator & Ground Official ensures the smooth operation of all home fixtures at Kippen Park. They oversee field setup and tidy-up—including goals, corner flags, benches, match balls, changing rooms, referee rooms, and floodlights—to ensure facilities are ready for play. They welcome match officials upon arrival, act as the primary on-day contact for opposition teams and spectators, and liaise with the MiniRoos Coordinator, Junior Manager, or Senior Team Managers as appropriate. Any logistical issues or escalations are referred directly to the on-duty committee member to keep match days running efficiently.

In their Ground Official capacity, they enforce Football Queensland regulations and the FA Code of Conduct, escort referees to and from the field, and monitor spectator behavior. They address unsporting incidents professionally and escalate any compliance or safety concerns to the on-duty committee member. Their impartial presence and attention to detail ensure a safe, positive experience for all participants and spectators.

Community Liaison Officer (New role for 2026)

The Community Liaison Officer acts as Western Spirit’s ambassador to local schools, businesses, and organisations, fostering partnerships and coordinating the club’s presence at community events. They develop outreach programs—such as school clinics, club open days, and multicultural festivals—and work with the President and Director of Operations to secure sponsorships and in-kind support.

They collect and analyse community feedback through surveys and local forums, produce regular reports on engagement metrics, and craft community-focused content for newsletters and social media. By listening to community needs and championing inclusive initiatives, they strengthen Spirit’s reputation as a welcoming, service-oriented hub in Goodna and the broader Ipswich region.