Golf Club Secretary
The Golf Club Secretary is a key leadership and administrative role within The Irvine Golf Club. Reporting to the General Manager, the Secretary is a Trustee of the Club with responsible for the effective day-to-day administration of the club, supporting good governance, delivering high standards of member service, and ensuring the smooth operation of club activities. The postholder acts as a central point of contact for members, visitors, staff, committees and external bodies, while helping to uphold the traditions, values and reputation of the club.
Position Details
· Job Title: Golf Club Secretary
· Location: Irvine, Ayrshire, KA12 8SN
· Type: Permanent full-time, 37 hrs per week
· Reports to: General Manager
· Direct reports: None
· Hours: Typically, office-based with flexibility to attend evening meetings, competitions and club events when required
Key ResponsibilitiesGovernance and Committee Support
· Provide administrative and strategic support to the Captain, General Manager, General Committee and any sub-committees.
· Prepare meeting agendas, papers and reports in a timely manner.
· Attend committee and general meetings as required, take accurate minutes, and monitor follow-up actions.
· Maintain club policies, governance documents, statutory records and key administrative registers.
· Support the club in maintaining sound governance practices consistent with the expectations of member-owned clubs in Scotland.
· Act as a trusted point of reference on club procedures, rules and constitutional matters.
Membership Administration and Member Services
· Administer the full membership lifecycle, including enquiries, applications, waiting lists, admissions, onboarding, category changes, resignations and renewals.
· Maintain accurate and confidential membership records and databases in line with data protection requirements.
· Manage visitor bookings.
· Prepare member correspondence, notices, newsletters and routine club communications.
· Serve as a professional and welcoming first point of contact for members, prospective members and visitors.
· Respond promptly and tactfully to member queries, concerns and requests, escalating where appropriate.
· Support member engagement initiatives and help promote a positive member experience.
Golf Administration and Club Operations
· Support the administration of club competitions, fixtures, entry processes and results communication.
· Liaise with relevant office bearers, golf operations staff, professionals and competition conveners to ensure efficient delivery of the golf calendar.
· Maintain awareness of the World Handicapping System and relevant club procedures.
· Coordinate internal club diary management, meeting schedules and major event planning.
· Help ensure visitors, guests and member events are managed efficiently and professionally.
· Work collaboratively with catering, bar, professional shop, course and office teams to support overall club operations.
Finance, Compliance and Administration
· Support subscription administration, invoicing, payment tracking and membership-related financial reporting in conjunction with the club’s finance function.
· Assist with budget preparation, routine reporting and administrative support for financial planning.
· Help ensure compliance with GDPR, health and safety requirements, licensing obligations and other relevant legal or regulatory duties.
· Provide administrative support for Health and Safety matters, including maintaining records, coordinating documentation, supporting communications, and assisting with the monitoring of actions arising from inspections, risk assessments or incidents.
· Provide administrative support for HR documentation, including maintaining personnel records, preparing routine employment-related paperwork, and coordinating document filing in line with club procedures and confidentiality requirements.
· Maintain confidential records and handle sensitive information with discretion and professionalism.
· Liaise with external suppliers, governing bodies and professional advisers where required.
· Undertake general office management and administrative duties necessary for the efficient running of the club.
Person SpecificationEssential
· Proven administrative or managerial experience in a membership organisation, hospitality venue, golf club, sports club or similar environment.
· Excellent organisational skills, with the ability to manage multiple priorities and deadlines.
· Strong written and verbal communication skills.
· Experience of preparing agendas, reports and accurate meeting minutes.
· High standards of professionalism, discretion and customer service.
· Confidence using Microsoft Office and club management or database systems.
· Good understanding of confidentiality, data protection and effective office administration.
· Ability to work positively with members, volunteers, committees, staff and external partners.
Desirable
· Previous experience in a golf club or private members’ club environment.
· Knowledge of golf administration, club competitions and the World Handicapping System.
· Awareness of governance arrangements common to Scottish golf clubs and member-owned organisations.
· Experience supporting budgeting, subscriptions or financial administration.
· Experience providing administrative support for Health and Safety matters, including record-keeping, documentation and follow-up of actions.
· Experience of HR administration and supporting personnel documentation.
· Experience using accounting software and Microsoft Office applications for administrative and financial tasks.
· A flexible approach to working hours in line with the needs of the club calendar.
Key Attributes
· Professional, approachable and dependable.
· Calm under pressure and capable of handling sensitive matters tactfully.
· Member-focused, with a strong commitment to service quality.
· Well organised, accurate and attentive to detail.
· Collaborative in style, while able to work independently and use sound judgement.
· Respectful of club traditions, while supportive of continuous improvement and modern governance.
Additional Information
This job description is intended as a guide to the main duties and responsibilities of the role. It is not exhaustive and may be amended from time to time to reflect the evolving needs of the club.
Pay: £30,000.00-£36,000.00 per year
Benefits:
Work Location: In person
