Club Administration Assistant - Job Description
Summary
Reporting directly to the Vice Captain & Honorary Secretary the role entails
Events & Hospitality
Lead co-ordination of event planning and hospitality services for the club in conjunction with the bar and catering teams to ensure events running professionally and smoothly, with quality service standards maintained for the benefits of members, guests, partners organisations and customers alike. Oversee the online and manual booking of hospitality services ensuring they are properly scheduled in the calendar alongside key club events and competitions. Where necessary providing support to key events to key club personnel to ensure the smooth running and effective delivery of events on behalf of the club.
Membership Services – administering an effecient process for membership renewals, and recordkeeping of the membership of the club, including the collection and processing of all fees, correspondence with members including new and prospective members, disbursement of membership cards, bag tags etc. Monitoring and management of the ClubV1 membership database system ensuring regular data capture and updates and effective management reporting to the Honorary Secretary & Committee.
Executive and Administrative Office Support - Assisting the Honorary Secretary in the efficient management and handling of all club correspondence, emails and other communications. Supporting the Hon Secretary in the effective liaison and interaction with key external stakeholders and suppliers, including but not limited to, Kinross Estates, RBS Mentor, the R&A, Scottish Golf and Perth and Kinross Regional Golf Union and other golf clubs as necessary. Administering the proper filing and record keeping of all key membership files, documents and records including digital documents, HR and staff records where required.
Duties
- Manage incoming calls and visitors to the office with professional etiquette, directing enquiries as appropriate
- Organise and maintain files, records, and documentation in both digital and physical formats
- Perform data entry tasks accurately using relevant software Club V1 Database Management System and Microsoft Office programmes
- Assist with scheduling appointments, meetings, and calendar management
- Support team members with administrative tasks including photocopying, scanning, and filing
- Liaise with colleagues over basic bookkeeping duties Club V1 and Sage accounting software
- Effective event planning and administration, close liaison with key club personnel members, partner organisations and customers to ensure high quality delivery.
Essential Requirements
- High level computer skills with special proficiency in Microsoft Office systems (Word, Excel, PowerPoint) and Google Workspace applications
- Specific prior expertise of the Club V1 membership database system.
- Specific expertise in online bookkeeping systems (e.g. Sage, Xero, Quickbooks)
- Strong organisational skills with the ability to prioritise tasks effectively
- Previous digital record keeping experience including digital management of records filing protocols, and document naming conventions and preparation.
- Exceptional phone etiquette and communication skills
- High levels of personal integrity, autonomy and attention to detail with a proactive approach to problem-solving
- Strong customer service skills with proven experience of handling difficult customers and challenging
This role provides an engaging environment for those eager to advance their administrative career while contributing to the organisation’s success.
Job Types: Part-time, Permanent contract
Benefits:
- Canteen
- Casual dress
- Employee discount
- Flexitime
- Free parking
- On-site parking
- Sick pay
- Transport links
Pay: £1,500.00-£1,800.00 per month
Benefits:
- Canteen
- Casual dress
- Employee discount
- Flexitime
- Free parking
- On-site parking
- Sick pay
- Transport links
Work Location: In person
