The swimming club welfare officer's routine

A welfare officer's role has two halves. One is being the first point of contact for anyone with a concern about a child's welfare, which cannot be scheduled. The other is keeping the club's safeguarding records in order, which can. A short weekly routine for the second half leaves time and attention for the first.

What the role is

Swim England describes the club welfare officer as the first point of contact for staff, volunteers, swimmers and parents on any issue of child welfare, poor practice or alleged abuse, acting independently and in the best interests of the child. The welfare officer also makes sure relevant members, volunteers and staff have an up-to-date DBS and access to safeguarding training. (Swim England) Swim England regions list specific training for welfare officers, including the Time to Listen course. (Swim England West Midlands)

In Wales, Swim Wales asks each club to have a designated welfare officer who supports the club in identifying everyone who needs a check. (Swim Wales)

Every week (about 15 minutes)

• Check which DBS checks and safeguarding training dates fall due in the next 90 days, and start any renewals.
• Confirm that any new coach, team manager or volunteer starting this week has their check and training in place.
• Look at outstanding policy acknowledgements and nudge the people who have not signed.
• Note anything raised with you, and follow your governing body's procedure for any concern.

Every month

• Review who has joined or left in a regulated role, and update the list of who needs a check.
• Check that leavers have been removed from club communication channels.
• Look at the club's communication for anything that sits outside your policy, such as private groups between adults and young swimmers. See squad WhatsApp groups and safeguarding.
• Catch up with the head coach on anything they have noticed.

Every season

• Make sure every coach and team manager going to galas has current checks and training.
• Remind members, parents and swimmers who the welfare officer is and how to reach you.
• Check codes of conduct have been shared with new families and swimmers.

Every year

• Review the club's safeguarding policy against the current version of your governing body's guidance.
• Report to the AGM: the state of checks and training, policy updates, and any themes (never individual cases).
• Plan your own training refresh.

What makes the routine possible

The weekly check takes fifteen minutes only if the information is in one place. When DBS dates live in a spreadsheet, acknowledgements on paper and communication in a dozen group chats, the routine becomes an evening's work, and it is the first thing to slip when life gets busy. For the dates themselves, see DBS renewals in a swimming club.

In Olympus Swim the welfare officer sees DBS checks that are valid, expiring or urgent, with renewal alerts at 90, 60 and 30 days. Policy acknowledgements are tracked per member. The welfare officer can read every message thread in the club, with that access logged. Olympus Swim does not receive or handle safeguarding concerns: those stay with the welfare officer and the governing body's procedures. Read about safeguarding and compliance.

Common questions

What does a swimming club welfare officer do? They are the first point of contact for welfare concerns about children in the club, and they make sure the right people have current DBS checks and safeguarding training.

How much time does the role take? The record-keeping can be a short weekly routine when information is in one place. Responding to concerns takes whatever time it needs.

Does the welfare officer need to see club messages? The welfare officer should be able to oversee club communication. In Olympus Swim they can read every thread, and their access is logged.

Written by Joel Knight, swimming coach and founder of Olympus Swim (about).

Checked 6 November 2026