Membership Secretary - Club Job Description
The following job description is for the Membership Secretary of a sample Club that has its Annual General Meeting set for November and a fixed membership year running from January to December. The use of either male or female gender anywhere in this document is taken to include both men and women.
General Responsibilities
- Maintain the IVC Membership database in accordance with the instructions provided.
- Enter details of those prospectives whose membership application has been approved.
- Update members details upon payment of their annual membership fee, or when advised of change of address, etc.
- Provide current membership number to each Committee Meeting.
- Advise Committee Meeting of those members who have not renewed their membership.
- On the Friday prior to bulletin distribution, co-ordinate with the Activities Initiator regarding those members who have not hosted an event in their membership year so that the appropriate flag in the database can be set to ensure that renewal letters are sent out.
- Immediately prior to the monthly bulletin distribution event, prepare and print off renewal and overdue letters for inclusion with the appropriate bulletins or posting.
- Immediately prior to the monthly bulletin distribution event, prepare and print off address labels for both members and other IVCs.
- Immediately prior to the monthly bulletin distribution event, write out Membership Cards for new members and those renewing their membership.
- Immediately prior to the January and July bulletin distribution events, print out the standard Membership List for inclusion with the bulletin and print out the Committee-in-Confidence Membership List for distribution to the Chairman, Secretary, Treasurer and Activities Initiator only.
- To retain the computer used for the Membership Database and ensure that a spare ink cartridge is available for the printer and that sufficient paper is available (co-ordinate with Secretary).
- To ensure that sufficient labels are in stock for the next address label print run. (Labels are laser labels, size 37mm x 70mm arranged as 2 across by 7 down per A4 sheet (Avery 7163) with no selvedge - Stampiton Labels have been used in the past, but this size is standard.
Membership Secretary Calender
January
- Arrange for production and distribution of Membership list
- Distribute Committee-in-confidence Membership list as appropriate.
July
- Arrange for production and distribution of Membership list
- Distribute Committee-in-confidence Membership list as appropriate.
September
- List members not organising minimum number of activities in the year.
- Present list to Committee and agree those to be written to
- Write letter to listed members reminding of need to organise activities.
December
- Present and agree with Commitee list of Members required to re-apply for membership for not organising events (if applicable).