Job profile Confidential Contact Person

POSITION PROFILE CONFIDENTIAL CONTACT PERSON UNDESIRABLE BEHAVIOUR

1. Why a confidential contact person (=VCP)?

In every sports club, athletes have to deal with undesired mutual manners, both from fellow members as well as coaches/trainers or members of the board.
The objective of the confidential contact person is to contribute to an organisational culture and an environment in which athletes can function optimally and feel safe to give their best for All in. The VCP represents the interests of the members as part of the organisation.
The VCP focuses on supporting those reporting undesirable behaviour and helping to de-escalate and end the behaviour experienced as undesirable. The objective is to provide support and to help find a solution, as well as to contribute to restoring the damaged connection between the person reporting and the person responsible for the act. The VCP will guide the athlete through any complaints procedure. The person reporting the undesirable behaviour will at all times remain personally responsible for solving his/her problem. After the behaviour is deemed undesirable, the VCP will continue to provide aftercare for some time.

2. What is a VCP? (function)

The VCP is a member of All In (internal confidential counsellor) or a third party appointed by All In (external confidential counsellor). Members of All In who experience transgressive behaviour can approach this VCP on a confidential basis for a listening ear, advice and assistance. Name and telephone number are listed on the All In website.
The primary role of the VCP is to support and guide members who experience (or have experienced) undesirable behaviour. However, at All In, she or he also plays an important role in providing information about transgressive behaviour within the club and in giving solicited and unsolicited advice to the management about setting and enforcing standards of behaviour.
Accuracy and confidentiality characterise the work of the VCP. It follows from the nature of the position that the VCP has an obligation of secrecy and an internal right to refuse to give evidence. He/she is accountable only to the highest authority of the Executive Board and does not give substantive account of individual cases.
If a member of All In wishes to report an undesirable behaviour and does not wish to go to the VCP for support, it is also possible to go to an external VCP.
Sports Confidential Point 0900-2025590 (= free of charge)

3 What does the VCP do? (tasks)

Three main tasks can be distinguished for the VCP undesirable behaviour.

  1. Support, guide and inform the members.
  2. Inform, educate and inspire the committee.
  3. Advising the board.

This list of tasks and actions is a guide for the VCP to give concrete form to his/her function within All In in talks with the board.

Support, guiding and informing the members

  • Being the reception and first point of contact for members who experience undesirable behaviour. Listening to and guiding the notifier on issues such as discrimination, intimidation, aggression, bullying, sexual harassment and transgressive behaviour in conflicts with the aim of contributing to ending the undesirable behaviour, de-escalating the conflict and connecting the parties involved.
  • Referral to professional counsellors and legal advisers, if the report goes beyond the role of the VCP or concerns matters other than undesirable behaviour.
  • Providing aftercare for the person reporting and ensuring that the complaint is dealt with properly.

Educating, informing and inspiring the board.

  • Explaining undesirable behaviour and the role of the VCP to the members. The VCP actively makes itself known within All In.
  • Providing information on the prevention of undesirable cross-border behaviour and the promotion of good behaviour within All In to members, parents of members, trainers/coaches and the management.

Advising the board.

  • During the annual general meeting with members of All In, the VCP summarises the activities of the past year. The content of the report is not discussed.
  • The VCP is alert to signals of social safety at All In. He/she advises the administration upon request and without request – and always in anonymous form – about the atmosphere, sporting climate and (un)desirable forms of behaviour if reports give cause to do so. If possible, he/she will offer concrete suggestions for improvement or help think things through.

4. What is required from a VCP? (competences)

The VCP functions autonomously without charge or consultation. He/she reports at least once a year, anonymously, to the Executive Board, which is also communicated to the members at the General Assembly. The reports cannot be traced back to individual staff members.
The VCP is not responsible for the sports climate, the atmosphere and the (un)desired forms of conduct on the sports field. Rather, he/she is the organisation’s thermometer and indicates to the management

  • what he/she knows is going on, based on the casuistry he/she hears from reporters
  • what he/she notices from his/her knowledge of undesirable behaviour and what this means for the safety and sporting pleasure of members
  • What consequences this may have for the sports club
  • What measures the administration could take in this respect

The VCP is in possession of a Certificate of Good Behaviour.

The information available to the VCP is confidential, unless there are legal obligations that violate the VCP’s duty of confidentiality. The VCP will inform the notifier of this reservation.

The position of VCP is incompatible with membership of a complaints committee, if one should arise in the future. The VCP is also not a trainer or coach within All In.

5. Who is the VCP?

1. Qualities

The VCP is accessible, empathic and has the necessary guts. Is an independent and strategic thinker who is able to distinguish between different interests, to operate in conflicting situations and who can keep his distance from the case. Has a good feeling for the behaviour of children and their parents, for the mutual relationships within a sports club and understands situations that can cause undesired behaviour. He/she can continue to ask questions without judgment about the objective of the person reporting and the paths the person reporting would like to take. For this, the VCP must have a good capacity for reflection and be able to give clear feedback. He/she can withstand pressure from the environment and scrupulously adheres to social, ethical and professional standards and values.

2. Skills

To carry out confidential work successfully, a VCP must be able to listen well and keep quiet. Integrity, reliability and communication skills are crucial, as are organisational sensitivity and strategic insight. He/she reflects on his/her own conduct and points of view and can contribute to others’ reflection on their conduct and dealings with each other. If required, he/she can write an anonymous report and make recommendations to the All In board. The VCP has mastered signalling and advisory skills and has the analytical ability to give policy-related advice on integrity, health and safety. The VCP must be able to give convincing, clear presentations.

3. Knowledge

The VCP has insight into social phenomena such as discrimination, violence and aggression, (sexual) intimidation, bullying and conflicts. He/she has knowledge of complaints procedures. He/she knows his/her powers and responsibilities within All In in which the position is held. To continue developing these skills, it is necessary for the VCP to keep abreast of new developments by reading substantive literature and, if necessary, attending training courses and intervision.

 

6. What does the VCP need? (prerequisites for functioning)

1. Commitment

The commitment and support of the All In administration for the work of the VCP is indispensable. All In has a policy on undesirable behaviour, complaints procedures and codes of conduct. The presence and role of the VCP is widely communicated within All In.

2. Facilities

The VCP must have adequate facilities and resources. Having an accessible space where reporters can go for a confidential discussion is important for safeguarding privacy. The board will provide the VCP with all relevant personal data which he/she needs to perform his/her duties. In the absence of the VCP, the VCP can be contacted or a replacement arrangement can be made.

3. Protection

In accordance with legal protection, no decisions will be taken with respect to a (former) VCP that adversely affect his/her legal position as a result of his/her activities as a VCP. The All In committee will ensure that this is the case.