Summary Job Description
Council Meetings
• Prepare and distribute agenda & minutes for Council meetings (four per year) and the Annual General Meeting
• Attend and take minutes at Council meetings and participate in online meetings
• Prepare and present a financial report and general report including an overview of membership activity for Council meetings
Annual General Meeting
• Liaise with the chosen venue and member of Council organising the AGM
• Prepare AGM packs (to include accounts)
• Prepare and present a report of the year including an overview of the accounts and membership activity
Membership
• Receive and process membership applications (add details to database, accounts, direct debit (if applicable) and add user login to website, send welcome letter, membership card and relevant publications)
• Send annual renewal reminders
• Maintain up to date records on the database
• Back up database and other files weekly
Information and Communication
• Provide verbal and written information in response to the telephone/email/letters
Advertising in Waterfowl magazine
• Create and distribute advertising order forms
• Maintain detailed information of advertisers
• Send invoices and receipts
Waterfowl magazine
• Provide the printer (who distributes the magazine nationally) with a file with names and addresses of all current UK members
• Create labels for non UK members and organise distribution
• Provide information about Council Elections, create and supply ballot papers when necessary, supply a copy of the Accounts and a Breeder Directory reminder notice at the appropriate times.
Website
• Respond to emails
• Add new members’ login details
• Promote, maintain and update Breeder Page regularly.
• Maintain Member sale adverts
Breeder Directory
• Send/email reminder letters and entry forms to members
• Invite members to be included in the next issue
• Collate returns
• Assist in creation
Champion Waterfowl Exhibition
• Provide administrative support to the Committee
Charity Commission
• Complete annual return and submit online
Accounts
• Pay invoices
• File invoices
• Reconcile the bank statement monthly
• Finalise the accounts and present to the accountant by the end of October
• Liaise with the accountant
• Present draft accounts at the Dec/Jan Council meeting
• Prepare a report about the accounts for the AGM — include a copy in the AGM pack and the spring issue of Waterfowl.
• Pay secretary salary, PAYE to HMRC
• Collect income from sales of books and other merchandise
• Keep an account of stock and send to accountant at year end
Gift Aid
• Submit Annual Gift Aid Return to HMRC
• Maintain records
Miscellaneous
• Provide administrative support for Open Days, member events and educational events
• Provide administrative support to Council as necessary
• Co-ordinate events, issue tickets and collect relevant payments
• Maintain stock of books and merchandise
