Club Administrator

To assist the General Manager (GM) with the efficient management of all aspects of the club’s operations and to provide cover in GM absence.

To take overall and/or joint responsibility for key areas associated with the management of the Golf Club, as defined below. To provide facilities and services for members, visitors, guests, and staff consistent with the policies and procedures as defined by the Board.

Duties:

• Act as the main ‘reception point’ and deal with enquiries via all modes of communication
• Attend meetings, take notes, and draft minutes and reports as required
• In the absence of the GM, assist the House Manager, Head Chef, Course Manager and Head Professional with all aspects of running the clubhouse and ancillary facilities keeping the relevant Board members informed where necessary
• Communicate with other departments
• Collect and distribute as necessary all mail daily
• Convene and organise meetings (as required) including the circulation of agendas and any other associated documents.
• Ensure that notice boards are kept up to date.
• Be responsible for (in conjunction with the GM) keeping the website up to date.
• Be responsible for the management of all aspects of the membership process – including applications, arranging interviews, updating website and records, subscription invoices (including renewals), and maintaining the share & loan records.
• Responsible for updating the World Handicap System (WHS) member records.
• Maintain appropriate stock levels for all office materials and first aid boxes.
• Be responsible for collating all the information necessary for the annual publication of the Club diaries (both print and electronic) to include all the golf competitions, Captain’s matches and other fixtures and the members’ names and telephone numbers. Attending planning meetings, liaising with the printers, checking proofs, and arranging for distribution with the annual invoices each November.
• Be responsible for the setup of all club competitions on Intelligent Golf and liaise with the Chair of Handicaps & Competitions and the Head Professional as required.
• Assist the GM & House Manager) in keeping the H&S system up to date.
• In the absence of House Manager, assist with the security of the clubhouse. Periodic testing (see schedule in Fire logbook) of fire alarm (as required) and the arrangement of a service agreement to ensure that the fire & intruder alarm systems are in satisfactory working order (as required), notifying the General Manager / House Manager of any faults and issues.
• Along with the General Manager & House Manager be responsible for the maintenance of the site, including the reporting of all issues & scheduling remedial works where necessary.
• To personally ensure that every effort is made to provide members and customers with the highest possible standards of service and customer care.
• To work as an effective member of the team and to help develop and promote good teamwork.
• To personally comply with relevant health and safety legislation and procedures and relevant club work instructions and ensure all staff do the same.
• To support the club’s effort to improve service quality through the achievement of any relevant quality management registrations / accreditations.
• To attend and participate in meetings as directed and in accordance with the approved meeting schedule.
• To attend and participate in training activities, some of which may take place outside of normal working hours and to personally ensure that personal qualifications necessary for the undertaking of the role are kept up to date.
• Assist with updating the Club’s Social Media Platforms in conjunction with the Marketing Sub-Committee.
• To provide cover for the duties of other club staff where experienced and, if necessary, qualified to do so.