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Office Assistant
2 weeks ago
The following information outlines the major aspects of the role of Office Assistant but it is expected that the successful applicant will carry out other tasks that come within the remit of the job.
**1. Core Duties**
**1.1 Finance**
The Office Assistant will:
a. Assist in the maintenance of the club’s financial records by means of recording payments and credits in the relevant places for the Accounts Assistant to process.
**1.2 General**
The Office Assistant will:
a. Efficiently respond to telephone enquiries.
b. Effectively deal with personal callers to the Office.
d. Process correspondence as necessary.
e. Assist with any CCTV footage reviews as and when requested by Secretary Manager.
f. Assist with maintaining the stationary stock and re-order items when necessary.
g. Prepare posters and advertising via social media when requested referring to the Assistant Secretary or Secretary Manager as necessary.
h. Assist with preparing and distributing member communications via Intelligent golf as required referring to the Assistant Secretary or Secretary Manager as necessary.
i. Assist in the planning and communications for Captain’s Matches, ensuring coaches are booked and timings/dress codes are published to players.
j. Produce the Club Dinner sign up list and assist with the table plan for the House Manager.
k. Assist with administrative preparations for the Annual Dinner which will be led by the Assistant Secretary and Secretary/Manager.
l. Assist with updating security access codes on a monthly basis as requested by Assistant Secretary or Secretary Manager as necessary.
m. Provide new employees with the forms they need to hand in to the Accounts Assistant.
n. Assist in the communications with other Golf Clubs regarding the Captain’s presence at other dinners and arranging his transport.
**1.3 Golf - Intelligent Golf**
The Office Assistant will:
a. Process all visiting party enquiries, take provisional bookings, request deposits, acknowledge payments, request final payments 14days prior to any booking and follow up comments raised in visitor questionnaires.
b. Liaise with the Professional, House Manager and Chef regarding visiting party requirements and notify them of any modifications as required.
c. Provide handicap certificates for members as required.
d. Produce the competition start sheet and scorecard labels.
e. Record entries and ensure fees paid in advance, and prepare start sheets and results for Open Competitions.
f. Assist with setting up of Open Competitions as and when required by Secretary Manager & Assistant Secretary.
g. Assist in the production of reports for Secretary Manager and The Board of Directors and other appropriate Committees (training in this role will be given as required).
h. Assist in producing prize presentation vouchers, and informing winners when requested by the Golf Director. This will be followed up by recording their usage on the tracker referring to the Assistant Secretary as necessary.
i. Issuing four ball vouchers and other vouchers when requested by Assistant Secretary or Secretary Manager as necessary.
**1.4 Membership - Intelligent Golf**
The Office Assistant will:
a. Maintain the membership database and produce reports as necessary referring to the Assistant Secretary or Secretary Manager as necessary.
b. Assist with preparing subscription notification letters and maintain payment records referring to the Assistant Secretary or Secretary Manager as necessary.
d. Maintain pending membership records on I.G. and advise applicants of interview and playing in arrangements referring to the Assistant Secretary or Secretary Manager as necessary.
e. Issue offer letters as instructed by the Secretary Manager and update their I.G. record.
f. Acknowledge subscription change requests and inform Secretary Manager.
g. Acknowledge resignation letters and inform the Secretary Manager, whilst ensuring the membership record is re-categorised as ‘resigned’ and locker keys/trolley tags are returned if necessary.
h. Order/Issue Club Bar cards and maintain the associated computer records.
**1.5 ** **Epos Administration - Intelligent Golf**
a. Assist with maintaining the product database, adding products, updating prices etc when instructed by House Manager, Bar Supervisor, Assistant Secretary or Secretary Manager as necessary.
b. Produce reports as requested referring to the Assistant Secretary Manager or Secretary Manager as necessary. (training in this role will be given as required).
c. Produce reports required for the stocktaker.
To enable the aforementioned duties to be performed the post holder will need to possess the appropriate skills and knowledge to use the following software;
Microsoft Office Products:
- Word
- Excel
- Powerpoint
- Outlook
- Publisher
**Other Software (training can be given where required)**:
- Intelligent Golf
- CCTV Software
**2. Line Management**
The Office Assistant will be managed on a day-to-day ba
