Business Sponsor

Business Sponsor

All HASSRA clubs must have a Business Sponsor. The Business Sponsor is critical to the success of any HASSRA club. A club cannot be set up without the permission of one, and it cannot continue functioning without one.  

HASSRA Single Activity Clubs

For Single Activity Clubs [where members take part in a single activity within a HASSRA Region. E.g. golf] the governance of the club is the responsibility of the HASSRA Regional Board of Management; therefore, the Business Sponsor for these clubs is the HASSRA Regional Chair.

HASSRA Local Clubs

All office-based HASSRA clubs must have a Business Sponsor employed by DWP (or other sponsor department) who is ultimately responsible for the governance of the club.

Who should be the Sponsor for a Local HASSRA Club?

The office manager, or in the case of a club covering several locations, the senior manager, should take on the role. However, it may be agreed that, to facilitate commu­nica­tion where a club covers a number of locations, the site manager where the Chair is based is nominated as sponsor. 

Role and Respon­sibi­lities

The primary role of the Sponsor is to ensure the club meets all of its governance obligations within the DWP Running Staff Clubs Framework:

• The Sponsor will act as the initial point of contact in respect of any difficulties which may arise, and which the Chair and committee are unable to resolve. In the event of serious problems or financial irregularities, the Sponsor should liaise with the HASSRA Regional Chair to instigate an investigation in consultation with the HR Business Partner.

• The Sponsor will appoint a management auditor, normally within the club Chair's line management chain. The management auditor should ideally be an experienced member of staff with the necessary knowledge of basic bookkeeping procedures and controls. The management auditor and the elected club auditor should make every effort to undertake the audit jointly.
• The Sponsor should liaise with the Chair and Treasurer to ensure the end-of-year accounts are audited by 14th February the following year - or as soon as possible afterwards - and submitted on HASSRA Live.
• The Sponsor should ensure an audit report is sent to them when the audit is completed. If, in the course of an audit, problems are identified or suspected, the Sponsor should be informed. See Audit Accounts for more information.
• The Sponsor should ensure the club Chair submits a Chairs Certificate on HASSRA Live as soon as possible after the Annual General Meeting to provide updated details of the club officials. See Submit a Chair's Certificate for more information.

Being a Business Sponsor is not just about meeting governance obligations; it’s about making sure the club plays a significant part in making DWP a great place to work, where colleagues enjoy coming into the office. Work in the department is often demanding, yet HASSRA does fantastic things to contribute to the department’s wellbeing agenda and to increase staff morale and engagement.

As a senior leader in the business, the Business Sponsor should agree with the club Chair a programme of events both in the office and outside and promote the important work of HASSRA and the contribution it makes to the health, wellbeing and motivation of staff. Clubs do a variety of events throughout the year that significantly contribute to camaraderie and wellbeing of staff. They range from charity dress down days to coffee mornings and Christmas or other religious celebrations to theatre trips. Many clubs ask their members for suggestions and incorporate those suggestions into their programme of events.

The Business Sponsor should also provide a supportive environment to allow the club to thrive. This can range from allowing time for staff to complete essential treasurer duties or attend short committee meetings, to actively getting involved and leading from the front by putting forward suggestions and helping to organise HASSRA activities. Business Sponsors should encourage other managers across the business to support HASSRA volunteers.

If you’re a Business Sponsor, the more you get involved, the more successful your club can be - and you may also find yourself in the running for the prestigious Best Business Sponsor Award at the HASSRA Annual Awards Dinner!

Frequently Asked Questions

1. Can a Business Sponsor be the Chair of a club?

No. The role of the Business Sponsor must be separate from the role of the Chair. It is recommended that the Business Sponsor has regular contact with the Chair to ensure continuity of business.

2. Can a Business Sponsor audit the club accounts?

No. The Business Sponsor must appoint somebody to be the management auditor. The Business Sponsor cannot undertake this role themselves.

3. As a Business Sponsor, how much time am I allowed to give to committee members for attending meetings or organising HASSRA activities?

DWP does not provide special leave or facility time for attending committee meetings or organising HASSRA activities. Business Sponsors should use their own discretion when considering allowing staff time away from their normal duties.

4. What happens if the Business Sponsor moves to another site which is not in the club’s catchment area?

The outgoing Business Sponsor should appoint another senior manager within the club’s catchment area to replace them.

5. What if I can’t find a senior manager to take on the role of Business Sponsor?

A club cannot run without a Business Sponsor. If the Business Sponsor has left the office, the club may continue on a temporary basis while a new Business Sponsor is found. However, the club may have to close if a new sponsor is not appointed.

For further information, please contact the HASSRA Helpdesk