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
  • 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