Vacancy - Membership Administration Officer

16 July 25

Job Title: Membership Administration Officer (MAO)

Location: United Grand Lodge of NSW & ACT (UGL)

Reports to: Grand Secretary/ Deputy Grand Secretary

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JOB PURPOSE:

Responsible for providing administrative support to the membership team and other departments of UGL as required.

• Administrative Support: This highlights the core function of the role, ensuring the smooth operation of the membership team and contributing to the efficiency of other departments. This support can range from handling paperwork and data entry to managing communications and coordinating activities.
• Membership Team: This indicates a focus on supporting the processes and functions related to the organisation's membership, which may involve managing member records, processing applications, and handling membership inquiries.
• Other Departments of UGL: This broadens the scope of the role, emphasising the need for flexibility and the ability to assist various departments as needed, in a collegiate manner. The Grand Secretary may assign the MAO to a speciate portfolio.
• As Required: This phrase underscores the dynamic nature of the role. The specific tasks and responsibilities may vary depending on the needs of the organisation and the membership team, and requires flexibility.

JOB ACCOUNTABILITIES:

1. Data Entry

• Entry of data associated with membership of the jurisdiction:
  • This involves accurately inputting member information into the organisation's database or system. This could include personal details, contact information, membership status, and other relevant data.
  • It requires attention to detail and accuracy to ensure that member records are complete and up-to-date.
  • Onboard new members/affiliates in accordance with the Book of Constitutions & Administrative Regulations.
• Update and correct any information relating to members (Passing/Raising/IMs/Appointments & conferral dates etc.):
  • This involves maintaining the accuracy of member records by updating information such as advancement dates (Passing/Raising), changes in contact details, or other relevant updates.
  • It also entails identifying and correcting any errors or inconsistencies in the existing data.
• Assist in ensuring the correct status of all lodges is sustained and that Surrenders, Consolidations, Suspensions etc., are properly processed:
  • This involves maintaining accurate records of lodge statuses and ensuring that any changes, such as surrenders, consolidations, or suspensions, are properly and promptly documented and processed according to established procedures.
  • This requires a good understanding of the organisation's rules and regulations related to lodge management.

2. Administration

• Assist in preparation of correspondence to Lodge Secretaries on matters relative to Membership:
  • This involves drafting and preparing letters, emails, and other communications to lodge secretaries regarding membership-related matters.
  • It requires clear and concise writing skills and the ability to communicate effectively with lodge secretaries.
• Assist in preparation statistical and other reports as required from the membership system:
  • This involves generating reports from the membership database or system, such as membership statistics, trends, and other relevant data.
  • It requires proficiency in using reporting tools and the ability to analyse and interpret data.
• Assist in preparation and distribute relevant certificates as requested and ensure correct procedures are followed to make changes accordingly:
  • This involves preparing and issuing membership certificates or other relevant documents.
  • It also includes ensuring that any associated charges or fees are processed correctly.
• To delegate and oversee work for ‘volunteer’ staff:
  • This requires leadership skills, and the ability to organise and direct the work of volunteer staff, to proper conclusion.
  • This includes assigning tasks, providing guidance, and ensuring that work is completed accurately and efficiently.

3. Secretarial Services

1. Assist in providing adequate secretarial services to the Deputy Grand Secretary, Executive Council, Board of Management, Grand Charity & respective Committees, and other personnel as directed by the Grand Secretary:

• This involves providing general secretarial support, such as scheduling appointments, managing correspondence, and preparing meeting materials and equipment.
• It requires strong organisational and time management skills.

2. Answer and monitor telephone calls on behalf of those mentioned in (i) above, and answer questions of ritual, general procedures and documentation related to the above:

• This involves handling telephone inquiries, providing information, and re-directing calls to the most appropriate personnel.
• It also requires a good understanding of the organisation's rituals, procedures, and documentation.

3. Prepare and finalise documentation for meetings of the Private Lodges Committee of the Board of Management:

• This includes preparing documents, minutes, notice papers and other related documents in relation to facilitating changes to By-laws.
• It requires attention to detail and the ability to accurately record and summarise meeting discussions.

4. General

• I. Provide assistance, as required, in relief duties within the Secretariat particularly in relation to Membership and the Reception Area:
  • This involves providing temporary coverage for other staff members, particularly in the membership and reception areas.
  • It requires flexibility and the ability to adapt to different tasks and responsibilities, including sales from the shop.
• II. Provide information and other assistance to other departments and UGL entities as needed and wherever possible:
  • This involves providing support to other departments and entities within the organisation, such as providing information, assisting with projects, or offering general administrative support.
  • This shows the need for a collaborative team player.
• III. Assist as necessary in the dissemination of information to Lodge Secretaries and Grand officers:
  • This includes distributing information through various channels, such as email, mail, or online platforms.
  • It requires effective communication skills and the ability to ensure that information is disseminated accurately and efficiently.

JOB COMPETENCIES AND SCOPE:

• Communication Skills: The ability to effectively communicate with various stakeholders, including staff, members, and external parties.
• Organisation and Planning: The ability to organise and prioritise tasks, manage deadlines, and maintain accurate records.
• Computer Skills / Literacy: Proficiency in using computer software, including word processing, spreadsheets, databases, and email.
• Accuracy: Attention to detail and the ability to ensure that information is accurate and error-free.
• Decision Making: The ability to make sound decisions and solve problems independently.
• Initiative: The ability to take initiative and proactively identify and address issues.
• Masonic Knowledge: A strong understanding of Masonic principles, rituals, and procedures, which is highly desirable for this role.
• Demonstrated expertise in Adobe Creative Suite (e.g., Photoshop, Illustrator, InDesign).

KEY CUSTOMERS:

1. Grand Secretary.
2. Deputy Grand Secretary.
3. Lodge Secretaries.
4. Regional Grand Counsellors and DGIWs
5. Executive Staff.
6. UGL and related entities’ staff.
7. Board of Management.