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Membership & Events Administrator

KC Jones conference&events are an event management agency based in Little Eaton, Derby. We also manage a number of Associations membership, data and websites.  

An exciting opportunity has arisen to assist with the delivery of the Association Management for an established Charity servicing the teaching of Languages. This role will have dual purpose, being the administration of the Charity membership services and supporting the existing Event Managers in the planning and execution of a calendar of conference and events for a variety of clients throughout the UK.

An eye for detail will be essential as you will be working on the Association administration as well as multiple events at once and will be responsible for maintaining numerous documents. Good communication skills will be key as you will be dealing with phone calls and emails. You will be using a booking system to process delegate registrations and a database system for membership queries.

What sort of hours will you work?

The good news is that you'll work office hours Monday - Friday 9am-5pm, unless there's a really big event, in which case it's all hands on deck. You will get 25 days holiday + Bank Holidays and pension contribution into NEST pension scheme. Overtime is operated as time off in lieu.

If you are looking for school hours, we may be able to be flexible if we find the right candidate.

We envisage that your time will be split 60/40 for the Association and events administration. This post may involve occasional overnight stays away from home at conferences and very occasional weekend working.

Person Specification

  • Great IT skills, particularly in excel, data management and Microsoft Office
  • Basic financial acumen as the role will involve some financial aspects on Xero
  • Excellent organisational, communication and time management skills
  • Able to work to strict objectives and deadlines, whilst maintaining a totally flexible approach
  • Excellent verbal communication skills with the ability to liaise with a range of stakeholders
  • Understanding of customer needs/expectations
  • Ability to remain calm under pressure
  • Highly motivated, dependable and able to work individually and within a team
  • Excellent attention to detail at all times
  • Numerate and confident with basic concepts
  • Able to use tools to plan and organise work effectively
  • Adaptable, flexible approach to work
  • Ability to work to deadlines
  • Ability to effectively manage the work load split between two roles
  • An interest in Languages is preferable but not essential

Wordpress, Xero and EventsAir systems are used, experience of any of these systems would be a bonus but training will be given

When the pressure's on, you'll be expected to think on your feet and help where necessary. We are a small but happy team operating a relaxed yet very professional environment.

PS, you can’t be allergic to dogs!

More detailed duties of the role:

  • To play a key role in the Association’s work to grow and retain members
  • Liaising with stakeholders and members over the phone on a daily basis – problem solving, handling members’ financial queries and providing high quality customer service
  • Managing the Associations’ inboxes, providing timely responses to enquirers
  • Relaying member feedback back to colleagues
  • Processing membership applications, subscriptions and registrations using a database
  • Ensuring members are granted online access to the ‘Members Area’ on the website
  • Issuing welcome and renewal packs
  • Issuing renewal notices, notices of impending direct debit, receipts, invoices, handling direct debit instructions and refunds
  • Undertaking phone campaigns to encourage member reinstatements or renewals
  • Managing permissions for informal online discussion lists
  • Running membership queries and reports
  • Monitoring websites and editing copy to ensure they remain fit for purpose
  • Supporting the work of local volunteer groups through provision of admin support, including dispatching promotional materials
  • Playing a role in planning/operations relating to the Association’s centrally organised events
  • Listing events, competitions, news items and other ad hoc content on the Association’s website
  • Using social media to promote corporate members’ activity
  • Maintaining corporate member entries on the Directory of Corporate members and allocating corporate member of the month status
  • Producing member data for distribution of Associations magazine, and issuing contributor copies
  • To provide administration for the Association’s financial operations
  • Supporting the Association’s financial administration
  • Making online payments to reimburse pre-authorised member expenses and the Association’s bills (with the KC Jones accounts team)
  • Reconciling authorised credit card expenditure

This is an exhaustive list and training will be provided. We are looking for a competent, confident person to join our happy team. If we find the right person, we hope they will be a part of our team for a long time.



Apply here
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