Since its formation 17 years ago, the Dons Trust has grown to an organisation of over 3,500 members, spread across senior and junior sections.
Throughout that period, the task of servicing members’ applications to join and renew annual membership has fallen to our loyal membership secretary, John Stembridge, with occasional support from volunteers on mailing out membership cards.
The Dons Trust now wishes to form a working group to support John on an ongoing basis. This will help create resilience in our systems, speed up the administration process, improve customer service and spread the workload among a team of volunteers.
Key tasks that will be shared include:
- Updating records held in the membership database. The current database is maintained by John Stembridge, but we intend to implement a cloud-based system which can be used securely by a number of administrators.
- Processing membership applications and renewals, including preparing and sending out welcoming letters and membership certificates to new joiners and renewal reminders/membership cards to existing members.
- Refreshing the Junior Dons sign up process to facilitate email contact with JDs in line with GDPR and safeguarding procedures.
- Liaising with the Dons Trust’s treasurer in relation to reconciliations of membership fees.
- Liaising with the Junior Dons administrator in relation to Junior Dons membership and servicing their requirements for information on a monthly basis. Ensuring adequate data protection and safeguarding systems are in place.
- Producing periodic reports from the membership database, for use by other sections of the Trust on a need-to-know basis (e.g. distribution lists for SGM mail-outs, membership statistics for Dons Trust Board, etc.).
- Dealing with enquiries received by the membership email address.
- Updating recruitment and membership application materials, and supporting recruitment campaigns.
- Supporting John on the project management and structuring of the membership section.
Depending on the number of applications received, and the preferences expressed by applicants, these tasks may be allocated to different people or spread across the working group. The time commitment involved is expected to be modest (a few hours per month) but there are peaks coinciding with the annual membership cycle (renewal date of 1 August).
Applicants will need to have basic IT skills (email, Word), be good team players and, ideally, prior experience of working with databases. Familiarisation with the membership database, and with the Trust’s data protection procedures, will be provided. The ability to handle data carefully, so as not to compromise personal information, is paramount.
Applications to join the working group are welcomed from all Dons Trust members, and the Trust values the diversity of its volunteers. Applicants should send an e-mail, by 27 May setting out why they would like to be part of the working group and any particular prior experience or attributes that would help them succeed in these roles.