Current vacancies

 

Membership administrator - flexible and part-time

We are looking for a reliable and efficient Membership Administrator. This role would suit an organised and friendly individual who is looking for some flexible working hours and is able to be the ‘welcoming front door’ for Chalfont Otters Swimming Club.  You will undertake a range of administrative tasks, reporting to the Membership Secretary, ensuring that our membership systems are kept up to date and communications to our members throughout their Otters journey are timely and accurate.  

The Membership Administrator is a key role in the smooth running of the club and helps us meet our goal of a happy, engaged, and motivated membership.

The ideal candidate will be competent in prioritising tasks and working with little supervision. They will be self-motivated and trustworthy.

If you or anyone you know might be interested in the role please send us a brief CV and a covering letter to [email protected], remuneration on request.

Hours

Completely flexible within the following:

  • Up to 30 hours a month (we expect commitment to be between 20 and 30 hours dependent on join-up rates and time of year)
  • Inbox should be monitored, and all emails responded to at least 4 days out of 7.

New Joiners

  • Be the main point of contact for all joining enquiries.
  • Monitoring the club inbox.
  • Manage all new joiners through the sign-up process and databases from first contact to first swim.
  • Liaise with coaches for new swimmer assessments.
  • Liaise with Subs Secretary to set up payment schedules.
  • Liaise with the Club Shop for New Joiner Kits.
  • Liaise with Swim England Registrations Secretary to keep our membership up to date.

Movers

  • Be the main point of contact for all current members’ queries and pass on as necessary.
  • Once per month / once per half term depending on squad: Collect list of swimmers moving squads from the Head Coach and email each parent inviting their child to move, giving sufficient notice of change to Direct Debit and timetable.
  • Following invitations, liaise with Head Coach and other committee members to deal with queries.
  • Update databases promptly and accurately following moves.
  • Apply policies regarding discounts, bursaries, refunds and non-payment fairly and equitably, in liaison with the Membership Secretary and/or Treasurer and keep records of correspondence.

Leavers

  • Respond to requests to leave the club promptly and politely.
  • Remind about other membership options, notice period and re-joining fee (the last two should be on every movers email).
  • Update databases promptly and accurately as members leave to ensure they stop paying and getting unwanted emails and to prevent the club paying excess Swim England fees.
  • Liaise with Head Coach regarding non-attenders and take follow up action.
  • Gather reasons for leaving as part of the exit process and provide feedback to Membership Secretary

General

  • Undertake basic safeguarding training and pass on concerns to Welfare Officers in confidence.