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Membership Secretary

Current Holder

Karen Vermeer

📧 membership@eastgrinsteadac.co.uk

Membership Secretary

Role Overview​

The Membership Secretary at East Grinstead Athletics Club (EGAC) is responsible for managing athlete registrations and ensuring compliance with England Athletics requirements. This role is critical to maintaining accurate membership records, supporting safeguarding through tools like Presli, and fostering member engagement to help grow EGAC’s membership toward its historical peak of 230–250 members. The Membership Secretary ensures smooth operations for both competitive and social athletes, as well as volunteers, coaches, and officials.

Key Responsibilities​

  • Manage the club’s affiliation renewal with England Athletics through the myAthletics portal.
  • Oversee the athlete registration renewal process each season (April–March).
  • Process registrations for new members, ensuring timely integration into club activities.
  • Maintain accurate records of all athletes (competitive and social) and club volunteers, coaches, and officials.
  • Collaborate with the Club Treasurer to reconcile membership payments, apply discounts, and process refunds.
  • Follow up with members in payment arrears using templated email responses to encourage timely payment.
  • Provide weekly updates to coaches on paid members eligible to train and compete.
  • Manage athlete transfer requests to other clubs in accordance with England Athletics guidelines.
  • Share National Governing Body (NGB) registration numbers with members as needed.
  • Report membership trends (growth/decline) to the Club Secretary to support strategic planning.
  • Ensure compliance with GDPR and data privacy obligations as a data controller for the club.
  • Arrange handover or succession planning to ensure continuity of the role.
  • Support EGAC’s modernization efforts by using tools like Presli for safeguarding and templated communications.

Skills and Attributes​

  • Strong organizational skills and attention to detail for accurate record-keeping.
  • Familiarity with or willingness to learn the myAthletics portal and Presli for registration and safeguarding.
  • Basic understanding of GDPR and data privacy principles (training provided if needed).
  • Good communication skills for engaging with members, coaches, and other club officers.
  • Comfortable using email and basic spreadsheet tools (e.g., Excel, Google Sheets).
  • Enthusiasm for supporting EGAC’s volunteer-based community and modernization goals.

Time Commitment​

  • Approximately 2–4 hours per week, with increased time during the membership renewal period (March–April).
  • Additional time may be needed for onboarding new members or resolving payment issues.
  • Flexible hours, with most tasks manageable remotely via the myAthletics portal or email.

Collaboration​

  • Works closely with the Club Treasurer to ensure financial records align with membership data.
  • Regularly communicates with coaches to confirm eligible athletes for training and competitions.
  • Reports to the Club Secretary on membership trends and registration progress.
  • Liaises with England Athletics for affiliation and registration compliance.

Tools and Resources​

  • myAthletics portal: For managing club affiliation and athlete registrations.
  • Presli: Used for athlete registration as part of EGAC’s safeguarding processes.
  • Email templates: Standardized responses for member communications (e.g., renewals, payment reminders).
  • Spreadsheets: For tracking membership data and payment statuses.
  • Access to training on myAthletics and Presli provided by EGAC or England Athletics.

Notes​

  • This role is pivotal in supporting EGAC’s goal of modernizing operations and growing membership.
  • The Membership Secretary plays a key role in engaging inactive members, particularly during the off-season (winter), to encourage their return.
  • The volunteer-based nature of EGAC means flexibility and teamwork are essential, with support available from the Club Secretary and other officers.

Standard Operating Procedures​

  • Following the standard operating procedures is important to maintain consistency in club standards.
  • Creating new or updating existing standard operating procedures is important to help establish a high standard of operating the athletics club.

Contact​

For matters related to this role, please contact: membership@eastgrinsteadac.co.uk