One year maternity cover required August 2025 - August 2026.
Specific accountabilities
* Supervision of Membership Administrator including assessing performance and providing coaching and guidance to ensure maximum efficiency
* Overseeing day to day activities of Membership Administrator and providing assistance if required
* Co-ordinate Membership Team meetings with Membership Administrator to plan for period ahead
* Support existing members - ensure members/associate members are maximising use of BCF offers. Lead for Associate member annual mailing benefit.
* First point of contact for member queries – signposting to correct team/member of staff
* New and existing member management – credit check, coordinate board approval, update CMS/CRM, prepare welcome pack, member plaque, annual certificates. Prepare packs and presentations for prospect and member meetings.
* Upkeep of the Business Continuity Plan and booking regular meetings with the BCP team to review
* Website Support lead –and support tickets with Interfuture, YourMembership and Tim Tribe
* IT lead (Interfuture main point of contact) including disaster recovery, staff support tickets, cyber threats and equipment. Monthly calls with Paul Collins, lead for IT issues for staff and ordering equipment
* Onboarding of new staff - ordering of IT equipment and setting up profiles for new staff
* Upkeep of training matrix including booking refresher courses for staff and ensuring there are sufficient fire marshalls and first aiders in place.
* Asana lead – billing contact, super admin – maintain projects and general housekeeping and upkeep of Helpdesk
* Annual handbook directory – selling advertising space, updating profiles, sending proof to members and general upkeep of directory
* Member communication distribution – referencing and distributing information to different technical committees, paying particular attention to detail. Uploading information to the BCF website.
* Managing member meetings through the CRM system and internal meeting calendar & ensuring BCF key account members attend meetings
* CRM database – managing company/individual contact records on the CRM. Proactively working with members to ensure contact and committee information is correct, supporting members with their dashboard/showcase page, product finder, log-ins. Coordinating annual handbook membership directory. Carry out continuous audits of the system to ensure clean data.
* CMS website administration - Support with updating/adding website pages as needed.
* Defibrillator scheme – managing member donations of paint to Parish Councils and co-ordinate correspondence between both parties. Proactively assist in reach 1000 donation target.
* Ownership of BCF Accident Statistics including sending out forms, recording results, alert Regulort Affairs Managers to any serious incidents and creating summary of results.
* Publication distribution co-ordination including checking distribution lists with CEO and team, printing labels, envelope stuffing and booking Royal Mail collection
* Support Mailings – prepare mailing exports from CRM for BCF colleagues to include letters and annual membership certificates, physical distribution of marketing material (labelling, envelope stuffing)
* Prepare welcome pack with H&S information for visitors
* Handle incoming and outgoing post and courier bookings
* Upkeep of the maintenance book, liaising maintenance contractors for the building
* Co-ordinate and distribute the quarterly Employee Health and Wellbeing Newsletter
* Upkeep of BCF Membership PowerPoint presentations and arranging regular meetings with CEO to review
* Health & Safety, first aider, mental health first aider & fire marshall – complete annual audit of Health & Safety policies, escape routes, risk assessments and fire policies. Quarterly first aid box checks. First aider for office and events. Contact for staff needing advise for mental health or at home issues and orgainser of any mental health staff activities.
* Support CEO and Head of Membership in member meeting preparation – prepare PowerPoint, put together information pack and benefits statements
* Back up for Training and Finance Administrator to support CTI students as needed.
* Covering staff absences and support with general administration in the team as required
* Some event attendance may require overnight stays (twice a year)
Skills and competencies
* Leadership skills
* Strong customer service background
* Very strong IT skills, advanced level Microsoft Office Suite
* Good English / grammar
* Very organised, proactive self-starter
* Good communication skills, telephone manner
* Attention to detail
* Good team player
* Basic HTML knowledge
Education & Experience
* Administrative experience essential, at least 5 years
* Extensive experience with Microsoft Office Suite
* At least 5 GCSEs or equivalent including English and Maths