#1 2018-12-06 09:40:49

Jon_Spencer
Administrator
Registered: 2003-11-23
Posts: 131

WEBSITE AND ADMIN SUPPORT

The Victoria Shadow Association currently has two vacancies on the Association Committee.  They are: Honorary Secretary; and Website Editor.  During 2019 two Committee Meetings are programmed which are: 11:00 on Saturday 23rd February at Warsash Sailing Club; and a meeting in September the details of which are yet to be agreed.  Additionally, the Annual General Meeting will be held at 14:00 on Sunday 24th November at Linden House in Hammersmith.  All meetings are usually held in conjunction with social events.
Job Descriptions for the roles of Honorary Secretary and Website Editor are detailed below.  A full handover will be given by the present incumbents and further information is available from jon.fairwinds@btinternet.com   

Job Title
Honorary Secretary.
Reports To
The Honorary Secretary will report to The Chairmen of the Association.
Job Overview
The Honorary Secretary is one of two pivotal roles within the Association; the other being that of the Website Editor.  Success in the role will demonstrate that all Association business is correctly planned and initiated and completed in a timely fashion.  All membership applications are progressed promptly, in conjunction with the Website Editor and Treasurer, and all Committee Members kept informed of progress.  The incumbent will need to devote about three hours per week to the role.
Responsibilities and Duties
•    Process and maintain all administrative aspects of the Association, on behalf of the Committee, and be the first point of contact with the membership.
•    Review and respond to all requests for information to the Association seeking advice from other Committee Members as required.
•    Process all membership applications, both electronic and postal, and maintain all membership documentation in a secure manner. 
•    Prepare for and administer the Annual General Meeting.
•    Prepare for and administer two Committee Meetings per year at locations to be agreed.
•    Prepare all Minutes of Meetings and clear Draft Minutes with respective Chairmen prior to publication.
•    Correspond with other organizations with which the Association has a relationship.
•    Maintain the Association archive.
Qualifications and Benefits
•    No formal qualifications are necessary although computer literacy (Word and Excel) and an understanding of meeting preparation and Minute taking and production are essential.
•    The successful performance of responsibilities and duties attracts an Honorarium of £250 per annum.
•    This role could be combined with that of Website Editor.

Job Title
Website Editor
Reports To
The Website Editor will report to The Chairmen of the Association.
Job Overview
The Website Editor is one of two pivotal roles within the Association: the other being that of the Honorary Secretary.  Success in the role will be achieved by keeping the Association Website up-to-date in both content and security; processing membership applications promptly, in conjunction with the Honorary Secretary and Treasurer; dealing with website queries from Members; and keeping all Committee Members informed of progress.  The incumbent may need to devote, on average, up to two hours per week to the role.
Responsibilities and Duties
•    Maintain the Association Website by liaising with the hosting service provider, including periodic renewal of both hosting and domain arrangements.
•    Ensure security by installing periodic security updates promptly when issued.
•    Work with the Honorary Secretary and Treasurer to complete membership for applicants, including arranging online access to the Association’s website forum.
•    Process submissions from Members for upload to the website when requested.
•    Resolve difficulties that Members may encounter in using the Association’s website.
•    Prepare twice annual reports on website operation.
Qualifications and Benefits
•    No formal qualifications are necessary although computer literacy (Word and Excel) are essential, plus an ability to manipulate text and images.
•    The successful performance of responsibilities and duties attracts an Honorarium of £250 per annum.
•    This role could be combined with that of Honorary Secretary.

Jon Spencer
Chairman Yachts and
Honorary Secretary

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