u3a

Stevenage

Role description membership secretary

Charity Number 80106

The role  

As Membership Secretary you will:

  • Be responsible for administration relating to u3a membership e.g. membership joining processes
  • Provide information to prospective members
  • Maintain accurate membership records, in the format agreed with the committee
  • Be the go-to person at our u3a for new and potential members 
  • Act in line with the u3a Trustee Code of Conduct.

Skills & Attributes:

  • An enthusiasm for growing membership at u3a
  • Good organisation skills; methodical approach with strong attention to detail and accuracy
  • Good communication skills. Able to clearly explain the benefits of joining u3a and the membership processes and procedures

Support for your role:

  • Help from experienced and current Committee members
  • Trustee induction with our u3a
  • Handover and support from the outgoing Membership Secretary
  • Information, advice and workshops are available from the Third Age Trust, via the u3a website or by email, info@u3a.org.uk 

Key Tasks:

Prospective and new members

  • Ensure contact details for our u3a are available to prospective and current members
  • Respond to enquiries from prospective members. Provide information needed to become a member (e.g. membership application process)
  • Produce and distribute membership cards

Communications and support

  • Develop joining/welcome packs for new members
  • Arrange regular new members meetings
  • Review with the committee any reasonable adjustments that might be needed for members with health or disability issues

Ongoing administration

  • Liaise/work closely with the Treasurer on the financial aspects of membership e.g. accepted methods of payment, pro-rata subscriptions, gift aid and processes to ensure the treasurer knows who has paid for their membership and when etc.
  • Oversee the membership renewal process; send out reminders and final reminders when renewal is due 
  • Maintain a record of members who wish to add Gift Aid; ensure this information is shared with the treasurer 
  • Re-issue membership cards or other proof of membership
  • Maintain up-to-date membership information in line with data protection requirements. Oversee deletion of redundant membership information (e.g. those who do not renew their membership)
  • Provide the committee with accurate figures for new members and the total number of current members

Helpful information

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