Membership Officer

Kieron Bradley

Holder: Kieron Bradley

E-mail: info@ubvc.co.uk

Job Description

The membership officer will be responsible for the management and welfare of the club’s members. They will be the first point of contact for new and existing members, through which they can raise issues with their sessions, discuss fee payments and make suggestions to the club committee. The membership officer will also relay information about club activities and decisions by the management committee to club members.

The post holder will also assist the management committee review and set long-term membership targets, co-ordinate recruitment campaigns and bring to committee meetings issues raised by members about club sessions or ideas for improving the services offered. They will also work with the Marketing and Publicity Officer to recruit new members and organise the club’s student recruitment activities.

Responsibilities

The Membership Officer is a yearly elected post whose proposals will require the approval of the club management committee. The post holder will not be responsible for other committee positions or volunteers.

Training and Support

It is envisaged that any new membership officer will attend Running Sports ‘Club for All’ workshop. Other training requests will be considered on individual basis when brought forward either by the post holder or the Head Coach.

The Membership Officer will receive mentoring from the Head Coach.

Commitment

The time commitment of this post is envisaged to be 3-4 hours each week, rising to 6 hours per week during peak times, such the start of the volleyball season in September and freshers events in October and January.

In addition, the Membership Officer is expected to:

  1. Attend all club committee meetings.
  2. Attend disciplinary committee meetings.
  3. Act as the club’s representative at other meetings as requested.

Main Duties

  1. Membership Management
    1. Assist the Club Captain and Head Coach in monitoring yearly membership numbers and setting long-term membership targets.
    2. Ensure, with assistance from Team Managers, that all members know and pay the appropriate yearly fees.
    3. Assist in the ordering, payment collection and distribution of club training apparel.
    4. Ensure that all members complete a membership form and that these details are recorded in a database.
    5. Resolve cases where members are having difficulties paying their fees; with the responsibility for members being permitted unique payment arrangements.
    6. Visit club sessions, particularly recreational sessions, and get to know club members.
    7. Assist in promoting and making sure members are aware of volunteering opportunities in the club.
  2. Communication
    1. Relay, via the most appropriate means, all decisions made by the management committee to the club’s membership.
    2. Ensure that all issues raised by members are brought to the attention of the committee.
    3. Conduct a yearly survey of the club’s membership on their perceptions of and satisfaction with the club.
    4. Assist the Events and Social Officer in promoting social events to members.
    5. Reply to all enquiries from potential new members about joining the club.
    6. Deal with all requests from the management committee, University of Birmingham Sport and Volleyball England for information on the club’s membership.
    7. Inform the relevant coach(es) of new players who are interested in joining teams.
  3. Recruitment
    1. Conduct, with the assistance of the Marketing and Publicity Officer, research on how best to recruit new members.
    2. Make suggestions to the management committee on new activities or events that may attract members.
    3. Work with the Marketing and Publicity Officer to produce and distribute promotional material aimed at increasing club membership.
    4. Co-ordinate the club’s October and January recruitment activities.
  4. Welfare
    1. Make suggestions to the management committee how the club can provide better service for its membership.
    2. Work in partnership with the Events and Social Officer to generate ideas for social events.
    3. Make sure all members are aware of the benefits and services they can access through the club, especially in relation to injury prevention and rehabilitation.
    4. Maintain regular contact with injured club members and keep the coach and team captain apprised of the player's status.
    5. Work on behalf of the club’s membership to secure discounts and services that may be of benefit to them.

Expenses

All out-of-pocket expenses, such as telephone, printing and postage costs, will be reimbursed by the club. Funding for projects must be first approved by the management committee.

Benefits

The Membership Officer is entitled to 20% discounted membership fees.

Skills and Qualities

This is a post that involves a lot of contact time with people, therefore inter-personal and communication skills, and a friendly disposition are essential. You are likely to consider yourself a ‘people person’.

Essential Skills

  • Excellent communication.
  • Can relate well to different age groups.
  • Can to relate well to different backgrounds
  • Ability to work alongside other volunteers

Essential Qualities

  • Outgoing and friendly.
  • Approachable.
  • Proactive.
  • Committed.