Membership Administration - Hybrid

College of Sports Exercise and Muskuloskeletal Med; City of Edinburgh; On-site; GBP 26,000 - 32,000; Full time

Job summary

College of Sports Exercise and Muskuloskeletal Med is seeking an organized Membership Operations & Administration professional to manage membership applications, renewals, and certificates. You will welcome members, process inquiries, and ensure accurate records in the CRM while coordinating with finance on payments and invoicing.

This role also covers data compliance, reporting, and supporting College events such as awards and conferences.

Qualifications

• Experience administering memberships and renewals.
• Strong data handling, accuracy, and privacy awareness.
• Ability to manage invoicing, payments and reconciliation with finance teams.
• Excellent customer service and professional communication.

Responsibilities

• Process new membership applications and assess eligibility.
• Manage amendments, renewals, resignations and records in CRM.
• Issue certificates after Membership Ceremony and ensure timely delivery.
• Invoicing, payments tracking, recording, and reconciliation with finance.
• Respond to membership enquiries via email and phone.
• Support annual events and ad-hoc administrative duties.
• Maintain data protection and confidentiality across tasks.

Skills

CRM

Customer service

Data entry

Communication

Financial reconciliation

Invoicing

Stakeholder liaison

Tools

CRM software

MS Excel

Job description

Membership Operations & Administration

• Process new membership applications and ensure eligibility criteria are correctly assessed for all membership types.
• Manage membership changes including amendments, renewals and resignations.
• Welcome new members and issue membership certificates accurately and on time post Membership Ceremony.
• Ensure members are invoiced correctly and payments are tracked, recorded, and reconciled along side finance colleagues.
• Provide high-quality responses to membership enquiries via email and phone.
• Maintain accurate member records within the CRM system, including committee and working group participation.
• Ensure all members have access to the correct benefits associated with their membership category.
• Support the organisation of the annual Awards Ceremony and related administrative processes.
• Provide administrative support to the Awards Service and assist with any additional ad-hoc duties, including support for the annual conference.

Data, Systems & Compliance

• Maintain accurate and up-to-date member information within the CRM system.
• Monitor compliance with membership policies, eligibility criteria, and internal procedures.
• Prepare regular membership reports and assist with data analysis as required.
• Support improvements to digital workflows and system-based membership processes.

Financial Administration

• Issue membership and awards-related invoices and follow up on payments.
• Conduct basic financial checks and ensure accurate reconciliation against membership records.
• Work closely with finance colleagues to support smooth financial operations relating to membership income.

Customer Service & Stakeholder Support

• Act as a first point of contact for member enquiries, providing professional, timely, and accurate information.
• Build positive, supportive relationships with members, committees, working groups, and external partners.
• Support communication campaigns related to membership, awards, and College events.

Responsibilities

• Delivering accurate, timely, and efficient membership administration across all membership categories.
• Maintaining high-quality, compliant, and well-organised membership and financial records.
• Ensuring all members receive correct benefits and communications.
• Providing excellent customer service and maintaining strong member relationships.
• Supporting College-wide events and services with reliable, high-standard administrative work.
• Upholding data protection, confidentiality, and professional standards in all areas of work.

Accountabilities

• Accuracy and timeliness of membership processing and renewals.
• Quality and reliability of CRM data and membership documentation.
• Correct issuing and recording of invoices and membership payments.
• Effective support of awards, committees, and College events.
• Overall member satisfaction with administrative and customer service interactions.