Job description—Membership Secretary

Job Title:

Membership Secretary

Accountable to:

The Kew Guild Committee.

Role:

To manage the Guild’s membership personal records on an Access file held on RBG Kew’s computer system.

Responsibilities:

• Advise the committee on membership matters, both positive and negative.
• Update membership records from information supplied by the Treasurer from bank statements.
• Not divulging membership data to non Kew Guild members.
• Ensuring Standing Order forms are correctly filled in and all monies received are passed onto the Treasurer as promptly as possible.
• Updating membership records from information supplied by the membership when requested or when their circumstances change.
• Ensuring all paid up members have agreed to their name and address being published in the Journal.
• Providing annually a list of members and their addresses to the Journal editor for publication in the Journal.
• Preparing a report for the Annual General Meeting of the Guild’s membership numbers and at each of the committee meetings.
• Supplying address labels to the Events Secretary and Journal Editor for mailings when requested provided sufficient notice is given.
• Annual submission of archive material to the Guild archives, together with an accompanying schedule.
• Help prepare a financial risk assessment.
• Manage papers and prepare them correctly for archiving.

Working Method:

The post holder will be expected to conduct business in a courteous, constructive manner that fulfils the letter and spirit of Guild rules, conforms to all legal requirements, and is consistent with current best practice.

Term of office:

Subject to election at the Annual General Meeting.