Employment opportunities

Assistant Secretary

Royal Porthcawl Golf Club is one of UK’s most prestigious private member golf clubs in the world. The Club has hosted many national and international competitions including the Walker Cup, Senior Open and the Amateur Championship. In 2021, the Club will host the Women’s British Open for the first time in its history. The Club wishes to recruit an Assistant Secretary to support the continual growth and reputation of the Club.

Reporting to the Secretary, you will be part of the management team responsible for delivering all aspects of the business to the highest standards.

The ideal candidate will be able to demonstrate:

A good understanding of golf and its traditions within a private members club
Computer & IT literacy including website management
Excellent communication skills with Members, Staff and Visitors
Modern marketing techniques

Applications should include a covering letter and full C.V and be sent by 31st January 2020 to John Edwards, Secretary, Royal Porthcawl GC, Rest Bay, Porthcawl, CF36 3UW or by e-mail to [email protected]

Job Description

Job Title: Assistant Secretary

Department: Administration Office

Reports to: Secretary

Hours: 40 hours per week, typically Monday to Friday (some weekend working)

Contract: Full time, permanent

Principle purpose of position

To administer all visitor bookings including Societies and Corporate Golf Days
To administer all Visitor Events
To manage all Member Open and knock-out Events
To manage the Club Website
Marketing of the Club to visitors
To maintain regular communications with Members, Visitors and Societies by telephone, post, email, mobile app, newsletters and social media
To act as the Club’s health and safety co-ordinator
To act as the Clubs GDPR compliance officer
Deputise for the Secretary in their absence

Key Responsibilities

To prepare a Members’ annual fixture list of competitions, matches and social events
To enter green fee bookings by Visitors
To enter bookings and fixture list on the booking system
To prepare invoices and to collect deposits and final payments
To manage the payment of green fees by Visitors
To prepare forecasts of green fee revenues
To produce & circulate weekly Event Sheets
To supervise all Club Competitions and Events
To organise and supervise occasional VIP and Press visits
To maintain regular contact with all Corporate and Society Golf Day Organizers
To maintain regular contact with all Tour Operators
To maintain handicap records for all Members

Key Tasks

Golf Reservations:

To recommend to the Management Committee annual Society, Corporate and Temporary Member packages and fees
To prepare and circulate an annual package and tariff of fees
To ensure that the Club Website is updated with packages and fees
To liaise with Societies and Corporate Golf Day organisers from booking to completion
To communicate regularly with Society and Corporate organisers and conduct formal and informal satisfaction surveys
To meet and greet Society and Corporate Golf day organizers on arrival
To monitor budget performance and advise reasons for any variances
To prepare and distribute forecasts
To compile the Club Diary in consultation with the Secretary, taking into account the Club fixture list
To issue contracts, invoices and collect deposits, stage payments and final payments for all bookings
To ensure that any changes to the Diary are communicated to the relevant departments
To ensure the accuracy of bookings & payment by visitors.
To liaise with Tour Operators and green fee bookers from enquiry to completion
To lead on the weekly operations meetings

Communications:

To prepare and implement a marketing plan in liaison with the Secretary
To be responsible for all aspects of the Club’s website and social media accounts
To act as liaison with the Club’s website managers
To recommend creative enhancements to the website
Action all incoming emails addressed to the Club’s website
To devise a regular programme of communication with Visitor contacts, including Societies, Corporates, individual visitors, Tour Operators and others.
To implement an agreed programme of electronic communication with the Membership, including website updates and e-letters.

Member Competitions and Events:

To prepare the Club fixture list in liaison with the Secretary
To prepare drawsheets and start sheets for Member knockout and Open competitions

General Duties:

To learn best practice and in-turn deputise for the Secretary as required
Attend and take minutes of Management and Captain’s Committee meetings
Liaise with Course Manager, House Manager, Administrator and Club Professional
To undertake any reasonable task requested by the Secretary, Captain, Captain Elect, Treasurer and Chairman