Roles & Responsibilities
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Introduction. Clear roles and responsibilities form the foundation of every effective mentoring relationship. In sport-based mentoring like MOTM, clarity about who does what builds trust, prevents misunderstandings, and helps each participant contribute to a meaningful, empowering experience.
This page outlines the three key roles—programme coordinators, mentors, and mentees (actors). The Mentor Module explores the mentor role in greater depth (skills, methods, ethics).
Learning Objectives
- Identify the key responsibilities of coordinators, mentors, and mentees in a sport-based mentoring programme.
- Understand how complementary roles support trust, inclusion, and shared accountability.
- Recognise how clear roles prevent misunderstandings and enhance programme quality.
- Apply these principles to support productive, balanced mentoring relationships.
1) Coordinators — Creating the Framework & Holding the Space
Coordinators are the backbone of the programme. They ensure a clear, inclusive structure and weave the relationships and partnerships that make mentoring possible. Often already active in clubs or community organisations, coordinators bridge networks and make sport accessible.
They are not just administrators—coordinators are facilitators, connectors, and guardians of programme quality, helping mentoring become part of the club’s culture.
Who can be coordinators in a sports club?
- Club staff/board members (e.g., youth coordinator, inclusion officer, community liaison).
- Active volunteers (respected, well-connected long-timers).
- Former mentors (bring lived insight and empathy).
- Project/part-time staff with allocated hours.
- Partnership roles shared with an NGO/municipality (outreach vs. facilities anchoring).
Key selection lens: organised, approachable, culturally sensitive, and motivated—not necessarily a formal “manager.”
How to decrease the coordinator’s workload
- Delegate clearly: split tasks (recruitment, orientation, monitoring, events).
- Use simple tools: standard forms, checklists, orientation templates.
- Light-touch monitoring: short WhatsApp/phone/form check-ins.
- Build into routines: recruit at club meetings; hold orientation pre-training; add group activities to existing sports days.
- Peer support: experienced mentors help onboard and run ice-breakers.
- Collaborate: share outreach, interpretation, training, events with partners.
How to support coordinators within a club
- Appoint a small coordination team (2–3 people) for backup and rotation.
- Recognise the role formally (board-approved position; plans; volunteer agreements).
- Provide access to training (mentoring, inclusion, volunteer management).
- Offer practical support (small budget; comms channels; booking/admin help).
- Hold regular check-ins with club leadership for visibility and support.
- Celebrate achievements—recognition sustains motivation and continuity.
Key responsibilities
- Programme planning & communication: clear goals/timelines; accessible, translated info; share agreements, goal sheets, and activity ideas.
- Training & matching: engaging, culturally sensitive orientation; thoughtful matching (language, interests, availability, location, culture); safeguarding checks and confidentiality before activities.
- Monitoring & support: light check-ins; guidance/resources; mediation; constructive rematching when needed.
- Safe, inclusive environments: ensure physical/psychological safety; culturally comfortable pathways into clubs and community opportunities (women-only, interpretation, flexible scheduling).
- Partnerships & opportunities: build collaborations (clubs, municipalities, NGOs); encourage beginner-friendly options; support mentee integration.
Coordinator skills & qualities
- Organised & reliable — provides structure and clarity.
- Culturally competent — navigates norms with respect and adaptability.
- Approachable & trustworthy — easy to contact; follows through.
- Partnership-oriented — builds bridges across sectors.
- Solution-focused — calm, practical, supportive of both sides.
2) Mentors — Guiding & Empowering
Mentors are trusted guides who support mentees through shared physical activity and dialogue. They create spaces for learning, growth, and connection—not to instruct or “fix,” but to accompany and empower.
The Mentor Module covers methods, cultural sensitivity, and ethics in depth; here are the core expectations.
Key responsibilities
- Offering support & guidance: help mentees feel welcome, confident, and active; encourage participation through shared experiences.
- Facilitating reflection & growth: use active listening and open questions; co-set realistic goals; give constructive, encouraging feedback.
- Sharing knowledge & networks: introduce activities, clubs, events, and peer groups that foster growth and belonging.
- Maintaining boundaries & ethics: respect confidentiality; stay within the mentor role (no financial help/therapy/decision-taking); refer to coordinators or services when issues exceed scope.
Qualities of effective mentors
- Open-minded — receptive, adaptable.
- Reliable — shows up, follows through.
- Respectful — treats mentees as equal partners; creates safe spaces.
- Communicative — clear, honest, empathetic; invites sharing.
3) Mentees (Actors) — Driving Their Own Growth
MOTM uses “actors” to emphasise agency. Many mentees are navigating new cultural, social, and sporting environments; by taking an active role, they build confidence, networks, and sustainable skills.
Why the active role matters
- Builds agency and a sense of control over integration.
- Strengthens learning via self-set goals and reflection.
- Creates sustainable change beyond the programme.
- Motivates mentors and models success for peers.
Key responsibilities
Active engagement
- Attend regularly and on time; prepare thoughts/questions; participate actively; try activities at a comfortable pace.
Goal setting & direction
- Identify personal goals (e.g., try a club, language practice, expand networks, confidence); share and plan with the mentor; take small steps; adjust as needed.
Openness to feedback & learning
- Listen with an open mind; try suggestions; reflect on what works; learn from setbacks.
Self-advocacy & communication
- Express needs/boundaries/preferences early (times, settings, language); suggest activities; remember you are an equal partner.
Qualities that help mentees thrive
- Curiosity, commitment, openness, courage, and self-awareness.
Supporting mentees to take an active role
- Give clear explanations about mentoring roles and expectations.
- Use simple, structured goal tools and short reflections.
- Offer culturally safe, beginner-friendly options (e.g., women-only sessions).
- Celebrate milestones and invite regular “what next?” reflections.
4) Shared Principles Across All Roles
Distinct responsibilities work best when everyone shares core principles that shape day-to-day practice.
Mutual Respect
- Value time (punctuality, kept agreements), perspectives (two-way learning), and identity (culture, language, beliefs, boundaries).
Trust & Confidentiality
- Create safe spaces, keep promises, act ethically. Trust grows through consistent, respectful interactions.
Commitment to Inclusion
- Proactively remove barriers (translation, accessibility, flexible schedules) and encourage needs-expressing—this is a shared responsibility.
Openness & Flexibility
- Goals and comfort evolve; adapt structures and activities; stay curious and non-judgmental.
Sport as a Connector
- Shared activity reduces hierarchy, builds trust, and opens community networks in enjoyable, low-threshold ways.
Reflection (optional)
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1) How does your role (coordinator / mentor / mentee) contribute to a successful mentoring relationship?
2) Which responsibilities are strongest for you—and which need support?
3) How can sport support your role in building trust and inclusion?