SW7, London

£21,723 - £22,412 per year

Permanent, Full-time

Job Description

The Position

The Royal Geographical Society (with the Institute of British Geographers) is seeking an enthusiastic and efficient Administrative Assistant for its Membership Office. The Membership Office provides an efficient service to members in the administration of their membership records and subscriptions, and provides support to staff across the Society in their membership recruitment and retention activities.

Membership categories encompass prestigious Fellowship via an election process, Postgraduate Fellowship, Ordinary Membership, Young Geographer, and a Corporate Membership for businesses and other organisations. Our Schools Member scheme provides access to the Society’s online teaching and learning resources. The Society uses Advanced OpenEngage database as its contact, membership, event management, and fundraising database, and it is the Society’s main administration and communication tool, used by most staff on a day-to-day basis

The Society

The Royal Geographical Society (with IBG) is the learned society and professional body for geography and geographers, and it has charitable status. The Society was founded in 1830 and has been one of the most active of the learned societies ever since. It was pivotal in establishing geography as a teaching and research discipline in British universities, and continues to play a key role in geographical and environmental education. The Society is a leading world centre for geographical learning – supporting education, teaching, research and scientific expeditions, as well as promoting public understanding and enjoyment of geography and providing advice to policy makers.

The Society has an international membership of approximately 16,000, 30 specialist research groups, and a programme of activities that extends far beyond its membership to broad engagement with more than three million people per year. Over 400 lectures, conferences and other events are organised each year including a major four day residential Annual Conference, a programme of popular lectures, professional development for practising geographers, and policy-related discussions.

The Society also publishes, under contract, scholarly journals and the popular Geographical magazine. It empowers others through a programme of grant-giving in support of research, fieldwork and expeditions, and teaching. The Society’s information resources include its historic and world-renowned geographic Collections of maps, images, books, manuscript archives and artefacts. The Society offers professional accreditation to members through Chartered Geographer status.

The Society is based in a listed building in its own grounds in Kensington opposite Hyde Park, and operates nine regional branches in the UK and two overseas. There are 58 permanent full-time staff, together with part-time, temporary and volunteer staff.

Applicants are strongly recommended to familiarise themselves with the current work of the Society set out on our website.

Salary and application details

This is a permanent, full time post subject to successful completion of a probationary period of three months. The salary range for this post is £21,723 and £22,412 per annum depending on experience and qualifications. The post is based in Kensington, London.

Annual holidays are 25 days per annum plus the period during which the Society is closed between Christmas and the New Year, and bank holidays. The Society offers a personal pension scheme to which it currently contributes 7.5% of gross salary. Subsidised lunches are available on site, and there is a season ticket loan scheme.

The Society aims to be an equal opportunities employer

To apply please email, Tom McEnroe with a copy of your CV and a covering letter explaining your suitability for the post and how you fulfil the selection criteria. Please include details of your current salary and the names and addresses of two references. References will not be contacted until after the interview process and not without your prior approval.

Deadlines and timetable

The closing date for applications is 5.00pm on Friday 9 August. Interviews are planned to take place on Wednesday 21 August.

We thank, in advance, all candidates for applying. We regret that we are unable to respond to all applications.

Job description for the post of Membership Administrative Assistant

Post: Membership Administrative Assistant

Department: Finance and Services

Responsible to: Membership Manager

Persons reporting: None

Purpose of post

To provide efficient and effective administrative support to the Membership Team, and support for staff across the Society in their membership recruitment and retention activities.

Duties and responsibilities

The sections below describe the main areas of activity for the role.

Process membership applications

Checking applications for completeness and, in respect of Fellowship applications, for sufficient evidence of eligibility against the criteria; following up any queries with applicants; entering contact and membership details onto the database with accuracy from application forms.

Deal with membership enquiries

Answering email, phone and written enquiries from existing and potential new members in line with the required customer service standards.

Handle payments

Processing and batching payments for new member applications on the database and recording other relevant activity in the database in line with the customer service standards.

Gift memberships

Coordination of gift membership applications and renewals including the production and despatch of gift packs. 

Membership renewal and recruitment communications

Assisting with the ongoing subscription renewal and reminder processes by email, letter and phone. Supporting messaging and social media activity. 

Support for Society staff

Providing information to, and support for, the Membership Manager in the recruitment of new members and approaches to lapsed members; pro-active identification and internal communication of applicants that may be of particular interest to specific of the Society’s activities and audiences and in analysis, reporting and forecasting. 

Society lectures and events

Assist with the membership desk at the Monday night lectures, and other Society events as required and agreed in advance.

Other administrative duties

These will include general answering telephone calls, database entry, filing, photocopying and any other duties required by the Membership Manager.

Ad-hoc project work as required by the Membership Manager or other Senior Managers.

Selection criteria

We are seeking candidates who can demonstrate many (but not necessarily all) of the following abilities and experiences, and who would bring a pro-active and supportive approach to working with colleagues across the Society’s energetic, committed, and closely-knit team.

  • Good interpersonal skills, including face to face and telephone skills
  • Experience of a busy customer service or membership environments
  • Good organisational and time management skills, and excellent attention to detail
  • Organised and systematic approach
  • Ability to multitask, and work efficiently under pressure
  • Ability to work constructively as part of a team and a close-knit community
  • Evidence of using initiative within a given role in supporting other colleagues
  • A good standard of PC literacy, particularly in respect of Microsoft Office tools, email, and contact databases
  • A positive, hands-on, attitude
  • Sensitivity to working in the voluntary sector and an understanding of what that means
  • A genuine interest in and enthusiasm for the work of the Society and geography
  • Experience of data analysis and social media