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Job Role :  Office Administrator, Rathgar Tennis Club

Reporting to : Club Secretary

Working Hours : 10am to 3pm Daily on site in Rathgar Tennis Club

Hourly Rate : €20.00 per hour

Contract : 12 months (subject to review annually)

Rathgar Tennis Club is looking to fill the position of Club Administrator to provide comprehensive general administration duties and provide daily support to both Junior and Adult Head Coaches in the management of the Junior and Adult programs.

Key competencies required :

Excellent organisational skills – managing and maintaining the Office and all administrative requirements
High degree of excel and word capabilities – managing and maintaining all Club records for easy reference and availability for Club officials and external audit
Good working knowledge of internet and social media – managing Club web site and Facebook page ensuring maintained up to date at all times
Teamwork and collaboration – working with the Coaches and Club to ensure effective management of all Club activities
Planning and priority setting – ensuring all communications and advertising is done in a timely manner especially junior coaching classes and any changes to already advertised schedules across both Junior and Adult programs
Excellent customer relationship management – as the main point of contact for Rathgar Tennis Club, demonstrate open, friendly and professional engagement with all members and prospective members
Dependable and reliable
Flexibility to take on additional tasks and, with an appropriate level of notice, additional hours to support Club activities

The following are the key tasks associated with the role :

Office and Club Administration :

Managing the office daily from around 10am to 3pm
Dealing with daily post
Ensuring stocks of refreshments are maintained, placing orders and taking delivery as required
Managing “lock up” rota ensuring there is someone on duty at all times and ensuring both gate and clubhouse are both locked up and opened on an daily basis
Dealing with Club maintenance requests – contact point for Club House cleaning, Court maintenance – cleaning/lights, boiler servicing, general Club maintenance
Managing finances from light boxes and safe ensuring these are emptied daily
Managing all communications for the Club ensuring the Internet Site is maintained up to date and current with all key information.   Ensuring the Club Notice Boards are maintained and develop and maintain an active social media site for all members.  Key communications to include :

Notification of upcoming activities
Club achievements
Membership renewals/reminders
Court restrictions due to organised events/matches

 

Maintain Club Bank Accounts :

Ensure bank accounts are reconciled on a weekly basis and any issues raised immediately with Club Treasurer
Process all cash/cheque payments receipts and ensure all entered into EPP with a focus on minimising cash payments
Manage all weekly payments and raise on iBB ensuring correct authorisations are obtained and payment made in a timely manner
Record and file all invoices for payment
Maintain detailed income & expenditure accounts for both Junior & Adult Coaching programmes
Ensure all financial information is readily available for the Club Treasurer on request

 

Junior Coaching Administration

First point of contact to manage queries from new members/parents of new members in relation to the Junior Coaching Program ensuring full details are provided to the Head Coach
Ensure all relevant advertising, as determined by the Junior Head Coach,  is prepared and issued in advance of the commencement of each term informing members of term length, cost, terms start date and enrolment process

 

In conjunction with the Junior Head Coach, collate and manage class schedules per term
When notified by the Junior Head Coach, update any changes to the class schedules and ensure all impacted members are notified in a timely manner
In conjunction with the Junior Committee and Junior Head Coach, create a suitable advertising programme ensuring the ongoing promotion of junior coaching, organised activities/events, and ensure all members are informed via email and social media as appropriate
Manage the collection of all coaching fees for the junior programme, ensuring all fees are recorded, receipts issued and funds lodged to the account in timely manner
Organise, as required, volunteers to assist with collection of fees for organised activities
Manage league team selection by advertising in the Club house for players involved in various junior leagues and after selection by the Head of Junior Coaching, ensure all paperwork is completed and submitted to DLTC
Provide all Coaches with attendance record sheets for all coaching classes
Support all coaches in maintaining a record of their coaching hours and validate coaching in voices against recorded hours
Provide administration support to the Chairperson of the Junior Committee as required

 

Senior Program Administration

Manage all league teams for Winter, Summer, Mixed, Floodlight and Senior League Teams ensuring the following are all submitted in accordance with the defined timeframes :

Number of teams participating on behalf of Rathgar Tennis Club
Names of all members of the league teams
League subs on behalf of Rathgar Tennis Club
Ensure all new members are registered with DLTC to ensure available for league selection
Ensure all winning results are recorded on the DLBT Directory in accordance with the rules

Support the Head Coach with the organisation of friendly events both at Club level and inter-Club ensuring :

Event is advertised to all members in the Clubhouse, via text and social media
Organise refreshments for all members/visitors attending friendly matches

Support the Head Coach with the organisation of new member events ensuring :

Event is advertised in the Clubhouse, via text to members and social media
Organise refreshments for all members/visitors attending new member events

Organise all round robin and ladder events throughout the year

In conjunction with the Chairperson of the Adult Committee, ensure the annual Club Championships are organised and run as the main Club event during the year.  This event must involves :

Preparation, advertising event and ensuring entry forms are available for all members
On receipts of all entry forms, plan matches and ensure all are entered on the system (name to be entered here)
Manage scheduling to ensure all matches are played and there is no backlog
Record all results ensuring next round matches are arranged
Arrange refreshments for all members each evening
Ensure all prizes are in place for the finals – ensure all trophies are returned from previous winners and ready for presentation

Provide support to the Head Coach and Club in the organisation of any other Club activities to promote the Club and it’s facilities e.g. Open Day taking ownership for ensuring such activities are suitable advertised and promoted.

All applications to be submitted, including CV, to Catherine Dunne, Secretary, Rathgar Tennis Club, Herzog Park, Rathgar, Dublin 6,

by 5pm Wednesday, 20th September, 2017

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