YACHT CLUB ADMINISTRATION ASSISTANT
POSITION SPECIFICATION
General requirements:
Ability to work full-time (35 hrs per week) with one day to be Saturday, reporting to Club Secretary/Manager, liaising with the Club Captain and Principal Race Officer.
Good oral and written communication skills and the ability to deal with Members’ needs.
Computer literacy and a familiarity with Microsoft Word, Excel, Power Point, Access, Publisher, Outlook plus ability to maintain Website.
The ability to become familiar with the Club’s member management tool (Member Magic).
A pro-active and hands-on approach to the role, and flexibility with regard to hours and duties.
The role falls into three main areas: Sailing/Administration/Social, with the following duties and responsibilities:
1. Sailing:
Objectives: The position is central to the efficient organisation and administration of all RBYC sailing activities, particularly racing. Based within the club’s office, the Sailing Secretary plays a leading role in assisting the management, flag officers and key volunteers to activate sailing activities in line with established programmes on a daily, weekly and annual basis.
Reports to:
A) Secretary/Manager – regarding additional non-sailing duties, team role in a small office and overall employment matters.
B) Club Captain – regarding detailed requirements for sailing administration and activities
Functional Relationship:
Assists and co-operates with
A) Principal Race Officer (PRO) regarding details and assistance required. Also ongoing administration of race management, records, documentation and communications.
B) Committee members and volunteers regarding sailing activities organised by them.
C) Members, in order to assist them to compete and enjoy their sailing.
Duties and Responsibilities
· Maintenance of records, files and databases relating to sailing activities.
· Correspondence and communication arising from and necessary for sailing activities.
· Assist in the preparation of annual and periodical sailing programmes.
· Entries – accept, register and process race entries, including bulk entries.
· Safety declarations – maintain register and file
· Insurance policies/declarations – maintain files of copies.
· Results
A) Assist in calculations when required
B) Collate and record progressively
C) Update database; enter on website
D) Update noticeboard displays
E) Advise press/media
F) Update/maintain trophy records
· Prepare/assist re Notices of Race and Sailing instructions as required.
· Prepare and place in racks (in bar), weekly supplementary SI’s and supporting documentation.
· Maintain adequate stocks of Club standard Sailing Instructions, Race programmes, backstay flags, etc
· Receive, record and action race protests; arrange protest committee meetings, advice to parties etc.
· Attend meetings of Sailing Committee, take minutes if required, prepare agenda and take action as necessary flowing from committee requests in lines with this position description.
· Check with PRO and Handicapper to ensure handicaps incorporated into weekly results are updated and current.
· Establish liaison and maintain sound relationships with sailing secretaries in associated clubs and Yachting Victoria staff.
· Assist as required in organising sailing related major events such as Regattas, Opening Day and Presentation Night.
· Process entries received from other clubs to ensure race fees are charged and received.
· Compile and communicate sailing news bulletins weekly and as necessary to keep members informed.
· Assist members, particularly new members, to be placed on yachts and to be involved in on-water activities.
2. Administration:
Reports to the Club Secretary/Manager
Objectives:
To provide a level of service to the Members in carrying out the duties listed below which meets their expectations and to assist in the smooth running of the office in a small staff environment.
Duties/Responsibilities:
Duties include, but are not necessarily limited to, the following:
Coordination and distribution of Weekly Email Update
Some Reception duties:
Greet and direct visitors
Direct calls
Taking of deliveries
Dealing with Member concerns and inquiries
Some Function Enquires:
Taking outside function queries and bookings
Maintenance of files and records as appropriate
Keeping website up-to-date with the latest news and information
Liasing with cleaners, Hilight Property Services
Co-ordination and placement of Club apparel orders:
Organization of sample stocks
Distribution orders
Selling of Yacht Club goods and apparel
Club magazine, Short Tacks:
Liaising with advertisers, co-ordinating ads, ensuring advertisers are charged and seeking out and developing new potential advertisers.
Taking credit card/cash payments from Members
3. Social:
Reports to the Club Secretary/Manager
Objectives:
To oversee the mounting of successful Club functions
Duties/Responsibilities:
Organization of diary and co-ordination of cost-effective house events, including those listed below, whilst liaising with the Social Sub-committee and other volunteer Club groups:
Presentation Night including organization and purchase of trophies
Opening Day
Open Day (liasing with Membership Sub-committee)
Other events as necessary
Organization of bands/entertainers, etc.
Preparation of flyers as appropriate
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