Congratulations on your new Club Administrator role! You are the glue that holds a club’s records together. As such, a little bit of knowledge will go a long way to ensuring your success.
What To Expect In Your Role of Administrator
Role Description
Click here to view a role description that your club may customise to meet local administration requirements.
Please note that your role may have a different role title at your local SLSC.
What Do You Need To Do And When?
Timeline of Priorities
Download the Timeline of Priorities for a list of considerations for each calendar month that includes some of the key tasks we see as crucial for the smooth running of your club. You can add or subtract from this timeline as necessary.
Below is a high-level summary of what tasks you need to perform.
| During patrol season (September – April) | Off-Patrol Season (May – August) |
| Administer club compliance requirements. | Administer club compliance requirements. |
| Administer club communications. | Administer club communications. |
| Administer the membership, patrol, and incident database—SurfGuard. | Administer the membership, patrol, and incident database—SurfGuard. |
| Administer requirements for club management meetings. | Administer requirements for club management meetings. |
| Enter skills maintenance records into SurfGuard. | Assisting with club calendar and induction planning. |
| Monitor club financials. | Monitor club financials. |
| Support club members. | Prepare annual and financial reports. |
| Prepare SLS award nominations and submissions. | |
| Succession plan and submit feedback to branch. | |
| Support club members. |
Who Can Help You?
The below table summarises the key people that can assist you at every level of the SLS organisation.
These key people may be current or previous holders of the role as noted in SLS annual reports.
Club Level |
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| Club Management Team Members | Work with your existing Club Management Team members. They can answer enquiries, assist with projects or point you in the right direction of where to find information.
Refer to your Surf Life Saving Club website or annual report for names. Refer to SurfGuard for contact details. |
| Club Board Members | Club Board members are available to assist with advice and support.
Refer to your Surf Life Saving Club website or annual report for names. Refer to SurfGuard for contact details. |
| Club Life Members | Life Members have a wealth of information to assist you to make informed decisions.
Refer to your Surf Life Saving Club website or annual report for names. Refer to SurfGuard for contact details. |
| Other Club Administrators in Your Region | You can also reach out to local Club Administrators to share some key learnings.
Refer to the SLSNSW Club Directory for club contact details. |
Branch Level |
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| Branch Directors | The Branch Directors can support you with any education, lifesaving, membership, administration related enquiries. Each can support you with a specific portfolio area you may be supporting.
Refer to the SLSNSW Branch Directory for branch contact details. |
| Branch Administration or Development Staff | All branches have at least one staff member, and some have a team of development staff to support you and your club. Administration and Development staff can provide guidance, advice or connect you to relevant areas of SLS. Speak with your branch president to better understand the specific role and responsibilities of your branch staff.
Refer to the SLSNSW Branch Directory for branch contact details. |
SLSNSW |
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| SLSNSW Development Team | The SLSNSW Development Team (made up of a team of regionally based staff) act as a first line of support for clubs for anything Surf Life Saving related. They have a broad wealth of knowledge and awareness of what is happening across the organisation. If they cannot help you, they will point you in the direction of someone who can!
Visit the Surf Life Saving NSW website to find your local contact in the Development Team. |
| SLSNSW Lifesaving Team | They can answer lifesaving related enquiries, assist with projects or point you in the right direction of where to find information.
Contact details are available on the SLSNSW website. |
| SLSNSW Training and Education Team | They can answer education and training related enquiries, assist with projects or point you in the right direction of where to find information.
Contact details are available on the SLSNSW website. |
| SLSNSW Media and Partnerships Team | They can answer enquiries, assist with projects or point you in the right direction of where to find information.
Contact details are available on the SLSNSW website. |
| SLSNSW Membership and Community Programs Team | They can answer enquiries, assist with projects or point you in the right direction of where to find information.
This team includes:
Contact details are available on the SLSNSW website. |
| SLSNSW Surf Sports Team | They can answer enquiries, assist with projects or point you in the right direction of where to find information.
This team includes:
Contact details are available on the SLSNSW website. |
SLSA |
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| SLSA IT Helpdesk | The SLSA IT Helpdesk is available to support you with using SLS applications and systems, such as SurfGuard.
Log a support ticket or provide feedback at: http://support.sls.com.au |
What Platforms Do You Need To Be Familiar With?
There are several different platforms you need to be familiar with in your role at your Surf Life Saving Club.
Click the links below to note the key ones to be aware of and what they are used for.
The SLSNSW Brand Centre can help you to create customisable recruitment, promotion and education resources. Professionally designed resources can be customised with club logos, images and contact details which can be downloaded, printed at home or printed professionally.
There is also the SLSA Online Payment Gateway that administrators may use to accept payments for goods and services and help your club avoid the need for the purchasing an EFTPOS machine.
What Resources Do You Need To Be Familiar With?
The SurfGuard User Guide and the SLSNSW Club Guide are the key documents that you need to familiarise yourself with as they can assist you with completing some of the day to day tasks in your role.
SLSNSW has created a dynamic list of resources that are useful for club management team members to be aware of. The list is in an excel sheet with tabs organised into document categories and contains links to the resources it references such as:
- Circulars
- Memorandums
- Bulletins
- Guides
- Publications
- Toolkits and information packs
- Templates
- Forms and checklists
- Online Training
- External organisation resources
Note: This list is reviewed annually by SLSNSW so be sure to note the date is was last updated.