XYZ TENNIS CLUB (Inc)ADMINISTRATOR - POSITION DESCRIPTION

POSITION TITLE: Administrator

RENUMERATION: XXX

EMPLOYMENT STATUS: Full or Part Time as required

QUALIFICATIONS AND EXPERIENCE: Relevant Tertiary Qualification such as Sports/Business Administration Degree or equivalent, Current Level 2 first aid certificate, Working with Children certificate, Tennis Club Administration, Customer Service, IT.

RESPONSIBLE TO:President and Board

POSITION SUMMARY AND OVERVIEW:

The XYZ TENNIS CLUB is a not for profit members club. It is governed by a Board of Management.

The role of the Board is to set policy direction and the planning of activities to achieve the objectives as set out in the strategic plan.

The Administrator is responsible for club and facility operations as directed, including performance and growth and will provide leadership and vision for the operation of the Club.

As a member of a dedicated team, the person in this role with assist with the overall maintenance of the facility to ensure it is presented at the highest possible standard.

A key responsibility of the role will be to work successfully with key stakeholders and users including club members, visitors, tennis coaches, school and community groups, Local Council, State Government, Tennis Victoria, Tennis Australia, Other Tennis Associations and members of the Public.

The Administrator will be an efficient, well organised, friendly and outgoing person who shows strong leadership and a commitment to the future growth and development ofXYZ TENNIS CLUB.

The Administrator will be required to attend Club Board meetings.

MAIN DUTIES AND RESPONSIBILITIES

Finance

  • Liaise with and make recommendations to Treasurer
  • Prepare monthly reports for Treasurer using MYOB program
  • Payment of all accounts using NAB Connect. Second authority to be Treasurer or President.
  • Generating the monthly payroll payment of all employees. These can be authorised by the Treasurer.
  • Assist with the preparation of funding applications, seek sponsorship and other avenues to generate income
  • Process and record accurately all incoming revenue from facility use
  • Perform weekly banking correctly

Court and Facilities Maintenance

  • Maintain courts in a good condition and carry out or arrange repairs when necessary.
  • Maintain buildings, playground and grounds in a clean and neat condition and carry out or arrange repairs when necessary.
  • Ensure the Club's equipment, tools and court accessories are maintained in a good working condition.
  • Ensure the complex is generally tidy ie rubbish removal, toilets, clubhouse, lawn and garden edges, weeding etc.

Customer Service

  • Answer incoming phone calls and email enquiries and attend to in person requests
  • Ensure that all Club members and visitors receive courteous, prompt and professional attention
  • Raise the public image and values of the Club ensuring a positive, friendly,safe and accessible environment for all
  • Access and expand links with a range of local community groups
  • Take bookings for Club functions and tennis courts

Volunteers

  • Manage , attract and retain volunteers
  • Liaise with Board Members and Sub-Committees as necessary
  • Train Staff to assist with operations of the bar, kiosk and other club equipment

Sub-contractors

  • Manage contractual relationship with sub-contractors
  • Arrange periodic reports for Board Members
  • Maintain up to date contracts and monitor compliance

Membership

  • Deal with existing and new member enquiries
  • Process new member applications
  • Manage online membership platform
  • Coordinate membership renewal notices
  • Prepare monthly membership status report for the Board
  • Communicate with Tennis Victoria regarding member issues as required

Tournaments/Events/Programs

  • Develop and promote relevant programs, events and services to ensure optimum usage levels
  • Assist with tournaments as required, e.g. Manage Junior tennis tournament program, Club Championships, including set-up, promotion, event management and post event follow-up

Marketing, Sponsorship and Communication

  • Maintain an up to date list of sponsors
  • Attract new sponsors, service and retain existing sponsors
  • Coordinate all marketing activities
  • Maintain club website/social media
  • Communicate with members using a range of methods
  • Development of a marketing plan

Key stakeholder relations

  • Maintain a positive working relationship with Local and State Governments, Tennis Victoria, Tennis Australia to ensure funding opportunities are accessible, identified and obtainable

Kiosk and Bar facilities

  • Operate kiosk and bar facilities in a friendly and timely manner
  • Maintain adequate and appropriate stock levels
  • Liaise with suppliers as necessary
  • Balance till and maintain agreed float
  • Perform stock takes as required
  • Order and maintain a stock of cleaning supplies

Mid-week social tennis (daylight hours)

  • Establish, organise, set up and monitor social/competition mid-week daytime tennis

School Hire

  • Oversee school court hire access

Risk Management

  • Responsible for the compliance of records, information, agreements, OH&S, risk management and all other obligations and regulations
  • Ensure alarm and monitoring system are working correctly
  • Responsible for maintaining computer systems and back up of all data
  • Ensure automatic water sprinkling system is operating effectively as required
  • Responsible for ensuring club premises are adequately secured on a daily basis
  • Ensure recycled water system is used effectively and as required.

Coaching

  • Liaise with coaching staff on court hiring and conditions as required

Junior Competition

  • Liaise with junior convenor and sub-committee in relation to grants, weekly competitions, rosters, scholarships, promotion of programs and participation

Senior Competition

  • Prepare and provide communications regarding upcoming competitions, team compositions, payments due and record results as required.

Governance

  • Work with the Board to achieve effective governance of the Club
  • Attend Board and Sub Committee meetings as required
  • Prepare timely reports that assist Board decision making

Strategic Planning

Participate in the preparation and implementation of the strategic plan as required

KNOWLEDGE, SKILLS AND ABILITIES

  • Demonstrated experience in a sports administration environment and tennis club involvement
  • A high level of computer literacy in particular web maintenance and management
  • Ability to work independently and be self-motivated as well as work successfully in a team environment
  • Excellent customer service andcommunication skills
  • A commitment to the growth and development of the club
  • Ability to develop, promote and coordinate a range of sporting programs and services to meet the needs of club members and the local community
  • Excellent time management skills with the ability to prioritise tasks
  • Ability to secure external funding and generate income
  • Demonstrated leadership skills including a proven ability to manage change and to motivate and support staff and volunteers
  • Knowledge of MYOB

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