Hampshire & Isle of Wight Wildlife Trust

JOB DESCRIPTION

Post Title: / Assistant Membership Officer
Department: / Marketing, Membership & Fundraising
Team: / Membership
Responsible to: / Senior Membership Officer
Responsible for: / No staff
Budgetary Responsibility: / None
Job Band: / B
Job Purpose:
The Assistant Membership Officer will work primarily with the Senior Membership Officer and Membership Officer to deal with all membership administration and promotion activities in a timely manner. The job holder will have to support other team data management needs as required.
Key Responsibilities:
Data Inputting & Maintenance
·  Process new applications for membership on a daily basis, adding to database and sending out all relevant documentation and information to new Trust members.
·  Ensure maintenance of the existing records are up to date, e.g. changes of address, change of membership status, Gift Aid and bank changes.
·  Send out subscription renewals/reminders.
·  Process anniversary letters.
·  Process lapsed letter.
·  Deal with members’ queries by letter, telephone and in person.
·  Process correspondence.
·  Input appeals and survey data.
·  Input other Trust data as required (e.g. events, fundraising)
·  Input referrals data.
·  Comply with the Data Protection Act and any subsequent data protection legislation with regard to membership information held by the Trust.
·  Be responsible for digital storage of Gift aid declarations.
Membership Administration:
·  Monitor stock levels of membership materials and ensuring timely ordering of replacement stock.
·  Maintain an adequate supply of stock at Beechcroft and ensure all stock storage areas are up to date and well presented
·  Ensure a ready supply of correctly compiled membership packs is available at all times.
·  Ensure requests for membership materials for Trust staff are swiftly dealt with and dispatched.
·  Process daily incoming post, such as enrolment of new members, cancellations, queries, payments etc and ensure a prompt response.
·  Collect and process member subscriptions via cheque/cash/credit card/direct debit and standing order
·  Compile members packs, including Watch and arrange posting as required
·  Assist with initiatives organised by the membership team including new members events
Contributing to a successful Trust
·  Participate fully in team/department and staff meetings, maintain effective communication with other staff across the Trust and embody a positive culture of sharing and learning.
·  Promote the Trust wherever possible, in particular recruiting new members and acting as an ambassador for our vision, values and aims.
·  Comply with all Trust procedures, policies and legal obligations.
General
·  Undertake additional duties commensurate with the post as may reasonably be requested from time to time.
Special Considerations:
None for this post
Date: August 2013

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