New Members Officer - Club Job Description

The following job description is for the New Members Officer of a sample Club that has its Annual General Meeting set for November.  The use of either male or female gender (including the legal title of  Chairman) anywhere in this document is taken to include both men and women.

General Responsibilities

• To act as an initial contact and representative of the club for prospective members.
• Send out the current Bulletin and Application Form along with the Information Sheet providing information on joining, fees, etc. If the enquiry is received in the second half of the month, ensure that the next month's bulletin is also sent.
• Compile and maintain records of all prospective applications on a month by month basis, passing copies of this information to the Publicity Officer at each Committee Meeting or by post if either officer is absent.
• Highlight in the records those prospective that have been accepted as full members of the club and those whose membership application has been rejected.
• To enter prospective details into the New Members database (located on the computer used by the Membership Secretary) in order to create statistics on enquiries and conversion rate both by area and by advertising media.
• Send out subsequent bulletins to prospectives who have been unable to complete their application form, and who have submitted a sum (currently £5) as either a cheque made out to IVC, or in cash. The bulletins to be sent out to be recorded against the prospective's other details.
• Attend monthly IVC Committee Meetings and report on the current new members situation to enable an assessment of the advertising effectiveness to be made. Present to the committee those prospective who have formally made their application for membership such that the committee can discuss and decide to accept or reject their application. Ensure that those prospectives who have been approved for membership have been sent the current bulletin since bulletins will not be sent out until the next bulletin distribution event.
• Co-ordinate closely with the Publicity Officer to ensure that the effectiveness of the advertising is optimised.
• Ensure that each Committee Member has an up to date copy of the Information Sheet that is sent out to each prospective member.