Practical tips for Welfare Officers
As a Club Welfare Officer, you play a vital part in ensuring that athletics is a safe, inclusive, and enjoyable environment for everyone. Whether you're supporting young athletes, adult participants, volunteers, officials or coaches, your role helps build trust and accountability within your club.
As a Welfare Officer, you are the first point of contact for welfare concerns in your club. Your responsibilities include:
- Promoting a safe and inclusive culture
- Responding to concerns about poor practice or misconduct
- Supporting individuals who raise concerns
- Ensuring safeguarding policies are followed
- Liaising with EA/UKA when needed
You’re not expected to be an expert in every area, but you are a trusted link, helping people get the right support.
As a Club Welfare Officer, you’re empowered to manage a range of lower-level concerns within your club. These are typically issues that can be resolved informally, through conversation, education, or gentle reminders.
Your role is to support a positive club culture and intervene early to prevent escalation.
Here are some practical tips for you in your role as a Club Welfare Officer:
Consider a dedicated email address for welfare matters
Create an address such as welfare@ourrunninggroup.co.uk This ensures continuity, especially if the Welfare Officer role changes or you're temporarily unavailable. It also keeps sensitive or confidential club communications separate from your personal inbox, helping maintain privacy and professionalism.
Make sure your members know who you are and what you do
Introduce yourself at club AGMs, start-of-season meetings, and other key gatherings. Make an effort to meet new members and let them know your role and how you can support them.
Ensure your contact details are shared
Your details should be available in club communications and listed clearly on the website. Being approachable and accessible helps members feel confident reaching out when they need support or guidance.
Be on the club committee
Your role is an important one. You should be actively involved in decision-making to ensure that the welfare of members is prioritised in all club matters. Being on the committee does not mean that all information should be shared freely. Confidentiality must be respected at all times. Only information that is relevant and necessary for the committee to fulfil its responsibilities should be shared. Matters that are sensitive or not within the committee’s remit should remain appropriately restricted.
You’re not on your own
Best practice is having two welfare officers. You have someone to talk things through with and help make decisions. Maintaining confidentiality can be difficult when you are dealing with something serious, but the rest of the committee should not be discussing club welfare matters.
Use your judgement
Consider the context, the people involved, and the potential impact. If something feels “off” or beyond your comfort zone, seek advice.
Document concerns and actions taken
Keep clear, factual notes, even for informal conversations if you are concerned. This helps track patterns and protects everyone involved.
Stay approachable
Your calm, friendly presence can make a big difference. People are more likely to speak up when they know they’ll be listened to and supported.