Olveston YFC's Club Secretary Lily Gibbons only joined YFC in 2024 but she has quickly taken on the role of Club Secretary, helping to support 52 members of this Gloucestershire club.
Honestly, what surprised me most is the sheer amount of work I’ve had to take on, it’s been like a 2nd job!
We’re largely a junior club, with a small handful of intermediates and only five seniors, so most meetings need to include everyone. We meet most Mondays, and if we run an event on a different day, we’ll often use the Monday as a more relaxed social for older members.
I balance it alongside university and work by planning ahead and staying organised. I keep the club schedule mapped out months in advance, and I use my breaks at work (and the occasional boring lecture) to stay on top of important messages and emails.
I’ve definitely developed organisation skills!
As Secretary, I am responsible for overseeing the entire club programme and day-to-day admin, and I’m the main point of contact for club events and fundraisers. I lead planning and organisation, safeguarding, and communications with members, parents/guardians, county and our committee. I also write our monthly club updates for the 4Ward magazine. So I’ve had to develop my organisation to keep up with the high demand that my role requires.
We recruit mostly through social media and word of mouth, and we make sure new members feel welcome by introducing them properly and helping them settle in from their first meeting.
We have great member turnout, but committee availability isn’t always predictable, which can make safeguarding and event logistics harder on the night. I manage this by planning well ahead, and making sure we always have an appropriate number of committee members present for safeguarding.
We plan our programme around the county calendar (especially rally season), member interests and what works for a mostly junior club.
I map the schedule out months in advance, keep track of key dates and deadlines, and make sure everyone has clear information, sign-ups and reminders in good time. One of our best meeting ideas has been the scavenger hunt – it’s a returning favourite and everyone is always keen to get involved!
Be proactive, plan ahead, communicate clearly, and chase early. It prevents last-minute stress and keeps the club moving without a build-up of things to do.
If you would like to be featured in our club officer check in, email media@nfyfc.org.uk. Find more information and guidance for club officers in the YFC Handbook.
