Membership and Office Administrator

Membership and Office Administrator

Membership and Office Administrator

Reporting To:Director

Salary:£18000.00 per annum

Job Type:Permanent

Location: Hampton Court, Surrey

Hours:9.00am – 5.00pm

Purpose of the role

The administrator plays a vital role in maintaining accurate records of the charity’s members on Advantage Fundraiser CRM Database. These records encompass personal contact information through to financial transactions in the form of membership fees and Gift Aid. Horse Rangers Association has an extensive waiting list which is also recorded and managed via the database. The administrator will need to create reports to extrapolate data for communication purposes and other operational requirements.

The administrator is responsible for ensuring that all data is entered consistently in order to produce accurate reports, and ensuring all HRA staff who also use the database receive sufficient guidance and training. These responsibilities extend to managing the performance and development of the database, together with an awareness of Data Protection issues.

There are other supplementary duties involved in the role including some administrative support to the stable manager and office staff.

Principal Responsibilities


  • Maintain the Charity’s Database system ensuring all past, current and future members have accurate and up to date information.
  • To produce timely and accurate reports on request and to send out mass communications.
  • Run monthly BACS payments and manage all Gift Aid donations received by the Charity in line with HMRC requirements.
  • Develop and implement changes to the database as required to ensure it is being utilised to its full affect.
  • To understand and adhere to Data Protection legislation and maintain data standards and lead on best practice.
  • To liaise with IT support to ensure the database is functioning to its full effect.
  • To ensure that all staff who use the system have regular training. To make timely communications with all members on the current waiting list to ensure their contact information is up to date, and confirm their continued interest in future membership.
  • To use the database to administer any new income generation schemes.


  • Responsibility for the timely recruitment of members from the waiting list to ensure membership numbers stay on target.
  • Organise and attend Recruitment Evenings
  • Manage the paperwork for all new recruits (including sending out enrolment forms, setting up Direct Debits etc ), and updating files and the database accordingly.

Additional Duties

  • Keep an updated spreadsheet of all income and expenditure relating to the veterinary and shoeing costs of our horses.
  • Assist the stable manger in the completion of Insurance Claim forms to reclaim veterinary costs.
  • Bookin Hacks and Lessons, and take and record payment.
  • Operational support at annual events and recruitment evenings. This may involve some occasional evening and weekend work.
  • Ordering and disposal of office stationery, and maintaining stationery cupboard.
  • Produce certificates for events.
  • Instigate and manage correspondence with members regarding poor attendance records and missed or late payments.

Person Specification

  • Experience of using CRM Databases.
  • Proficient in Microsoft Office including Excel.
  • Ability to communicate both verbally and in writing with members, staff and parents.
  • Understanding of charity working and enthusiasm for ethos of organisation.
  • ‘Can do’ attitude and keenness to run an efficient operation.
  • Willingness to work occasional evenings or weekend days

The role and responsibilities listed are not exhaustive and other duties may be required within reason.