Membership Assistant

St Edmund's College - University of Cambridge; Cambridge; On-site; GBP 25,000 - 35,000; Full time

Job summary

A prestigious higher education institution is seeking a Membership Assistant to provide vital administrative support. The ideal candidate should have proven administrative experience, skills in record management, and should be well-organized. Key tasks include overseeing Fellow recruitment processes and managing member communications, as well as organizing significant College events. This role is primarily onsite, with a possibility of limited remote work.

Benefits

Daily allowance for food and drinks

Free car parking (where available)

25 days holiday plus bank holidays

Generous pension contributions

Discounts at restaurants and shops

Outdoor gym access

Access to LinkedIn Learning

Qualifications

• Proven experience in a busy administrative role.
• Experience managing memberships and using record management systems.
• Experience in diary management and minute taking (desirable).
• Experience organising events or formal dinners (desirable).
• Experience in a collegiate or higher education environment (desirable).

Responsibilities

• Act as the primary point of contact for queries from Fellows and senior members.
• Undertake administration for the recruitment and appointment of Fellows.
• Maintain records on databases, and handle filing and archiving.
• Assist in managing stakeholder relationships and communications.
• Arrange College’s Admissions Ceremonies and Fellowship Dinners.
• Provide administrative support including drafting agendas and minutes.

Skills

Administrative skills

Attention to detail

Communication skills

Organizational skills

Problem-solving skills

Confidentiality understanding

Tools

Microsoft Suite

Job description

Overview

Membership Assistant – Location: Cambridge, St Edmund’s College. Contract type: Permanent, Full time 36.5 hours.

Are you a highly organised individual with experience managing memberships? Or maybe you are an experienced administrator within Higher Education environments. If so, St Edmund’s College is seeking a highly organised and proactive Membership Assistant to provide essential administrative support to the Head of College Services. This is a key role that ensures the smooth servicing of our Fellows and senior members throughout their journey with the College.

Due to the nature of the role, regular onsite presence is essential. However, the line manager is happy to accommodate up to one day of remote working per week.

Responsibilities

• Act as the primary point of contact for queries and requests for support regarding Fellows and senior members.
• Undertake all administration relating to the recruitment, appointment, welcome, renewal and departure of all Fellows, visiting academics and other members of the wider Fellowship and senior membership.
• Create and maintain records on databases, as well as electronic and paper filing systems. Undertake all filling and archiving as required.
• Utilise databases to respond to requests from your line manager and senior staff, including the manipulating and analysis of data to extract insights and identify trends.
• Assist your line manager in actively managing stakeholder relationships by maintaining engagement records, ensuring effective communication and continuity in service.
• Arrange the College’s Admissions Ceremonies, at which new Fellows and senior members are formally admitted to the College
• Arrange Fellowship Dinners.
• Oversee the administration of Fellowship & Senior Member benefits (i.e. dining privileges), proactively delivering clear overviews and guidance to Fellows and Senior Members to ensure understanding of entitlements.
• Provide support to your line manager by organising meetings, providing diary support, drafting agendas and coordinating timely responses to actions arising from senior level discussions.
• Provide required administrative support including drafting agendas, taking minutes, and ensuring that action items are executed, supporting the Chair of certain committees.
• Update the College website with Fellowship and Senior Member information.
• Welcome and host guests as required by the College.
• Liaise with external institutions as required.

The Ideal Candidate

Experience

• Proven experience in a busy administrative role
• Experience with record management or databases or with the ability to learn how to use systems.
• Experience managing memberships
• Experience providing diary management and minute taking. (desirable)
• Experience organising events or formal dinners (desirable)
• Experience within a collegiate or higher education environment (desirable)

Skills

• Excellent administrative skills – fully conversant with Microsoft Suite and able to learn other IT software packages and databases.
• High attention to detail and confident challenging data.
• Excellent communications skills, including the ability to converse with a variety of different stakeholders.
• Strong organisation skills
• Understands and values the importance of confidentiality
• Strong problem-solving skills
• Understanding or familiarity with the structure and culture of Higher Education institutions, such as collegiate Cambridge (desirable)

Benefits

• Salary and benefits include: daily allowance for food and drinks*, free car parking (where available), 25 days holiday plus bank holidays (increasing with length of service), generous pension contributions, discounts at restaurants, shops & more, outdoor gym, death in service, access to LinkedIn Learning & Business Disability Forum