Membership Services Manager - BIG 

Start Date: Feb 2022

This is a freelance role for an initial three-year period. 

We anticipate the time commitment will be approximately 8 hours a week worked flexibly and according to the needs of our organisation. 

The commitment also includes 3-4 BIG Executive Committee meetings a year and attendance at the annual BIG Event each July. You will report to the BIG Executive Committee. 

Duties and responsibilities
Membership Services
·     Register new members and post out membership cards
·     Manage member data
·     Help run the AGM
·     Liaise with organisations providing membership discounts/free entry
·     Respond to email, social media and telephone enquiries

Website
·     Keep website pages up-to-date with support of BIG Event Co-ordinator and Executive Committee
·     Ensure webpages contain only appropriate content and only appropriate people are given website editing rights
·     Liaise with Wild Apricot and Web Developer (Martin Glancy)
·     Collect and upload AGM papers and minutes of meetings to the website
·     Keep policies up-to-date
·     Monitor Google analytics for the website
·     Post regular additions and update the jobs webpage

Communication
·     Collate content and edit quarterly e-newsletters a year for BIG’s membership
·     Create content, monitor and respond to BIG’s Social media accounts – Twitter, Linked In and Facebook
·     Monitor and manage the BIG Members email list, BIG-Chat mailing list and Mailchimp database of lapsed members, in accordance with Data Protection legislation
·     Attend Executive Committee meetings when possible (Skype attendance is acceptable)
·     Create and regularly update handover documents for the Membership Services Manager role.
·     Update template emails
·     Manage BIG’s branding information
·     Correspond with members, delegates and event suppliers etc as required.
·     Liaise with bursary winners about their contributions eg blog posts and Twitter take-overs

Events
·     Manage Event registration in liaison with BIG Event Co-ordinator
·     Support Event evaluation (Surveymonkey) with the Event Co-ordinator
·     Attend the AGM and BIG Event in July
·     Liaise with BIG Event Co-ordinator
·     Pay invoices, refunds and reimburse expenses

Finance
·     Manage BIG’s Bank accounts, making and receiving payments on behalf of BIG and banking cheques when necessary
·     Regularly update Finance spreadsheet
·     Liaise with BIG’s Honorary Treasurer
·     Manage BIG’s Paypal account and ensure a timely transfer of funds to the bank account in time for each quarter end.

Representing BIG
·     Maintain a professional manner as a positive and proactive representative of BIG.
·     Adhere to BIG’s Risk Assessments and policies
·     Adhere to Data protection/GDPR legislation
·     Market and advertise BIG if opportunities arise
·     Arrange AGM papers and nomination process for new Exec members
·     Liaise with Beetlestone and Josh Award panels to promote and announce the annual awards
·     Manage Dropbox folder of images and other documents

This list of responsibilities is not exhaustive, and you may be required to perform duties outside of this as operationally required.

2.    Fee and expenses
The fee for these services is £6000 per annum divided into twelve equal instalments (This is due to be reviewed in Jan 2021).The fee will increase annually in line with inflation (RPI). The Membership Services Manager will invoice on a monthly basis and be sent to BIG’s Honorary Treasurer for approval in writing before payment.

You shall have the status of a self-employed person and shall not be entitled to any pension, holiday pay, sick pay, redundancy pay or any other fringe benefits from BIG STEM Communicators’ Network. In accordance with this you shall be wholly responsible for all taxes, National Insurance or similar contributions, which may be payable out of, or in respect of, any fees or monies connected to this agreement.
While delivering these services for BIG STEM Communicators’ Network, you are entitled to the following expenses (in line with our Expenses policy)
·     Travel to and from Executive Committee meetings
·     Travel to and from events run by BIG
·     Travel to and from events where you are representing BIG
·     Accommodation related to BIG’s events
·      Subsistence (to be agreed upon for each event or activity)
·     Stationery and postage related to BIG’s activities
We expect other reasonable expenses to be covered by yourselves. Any expenses that become unreasonable to you should be discussed with the BIG’s Executive Committee to see if they can be added to the list above.
Payments for your expenses can be paid using the BIG bank account or debit card. Any expenses paid back to you personally will be reimbursed on presentation of a completed expenses form and relevant receipts and need to be approved in writing by BIG’s Honorary Treasurer.
3.    General information
We expect you to use some of your own equipment (e.g. laptop computers) for the role but at your own responsibility and risk.
During the course of your contract you will be party to information concerning BIG STEM Communicators’ Network, its activities and partners. Such information is to be regarded as strictly confidential.
We also expect you to comply with legal requirements associated with delivering the work. This includes, but is not limited to, data protection, insurance, liability and defamation.We expect you to have professional indemnity insurance and business use cover for the use of your car (if you intend to use your own car for BIG business).
Early termination of the contract by either the contractor or the freelancer will be negotiated between BIG STEM Communicators Network and the Membership Services Manager to ensure the work detailed in this agreement can still be delivered to a satisfactory standard. Any such termination must be communicated in writing and it is agreed that BIG STEM Communicators’ Network will pay for any outstanding work completed as per the termination agreement upon receipt of an invoice. Termination by either party can be for any reason.

4.    Application process
Please apply in writing with your CV and covering letter to Lucy Heard - admin@big.uk.com detailing your experience relevant to the role and task described above and why you would like to undertake the work.
Interested applicants can find out more about the role from the current Membership Services Manager at the same email address. 
We will hold short, informal conversations with shortlisted applicants during the w/c 10th of January. 

This will be on zoom.

5.    Assessment criteria

 

Area	Weighting
An understanding of how membership organisations work	30%
Administrative experience	30%
Communications experience	30%
Professional approach	10%

Proposals will be reviewed by:

·     Chair

·     Treasurer

·     Event coordinator

·     Executive member

 

6.    Timeline

Call released	December 2021
Deadline for applying	5 pm 7th January 2022
Shortlist confirmed	W/c 10th Jan
Informal conversations	W/c 10th Jan
Decision made and confirmed	w/c 24th Jan
Start date	To be agreed with the successful applicant and in liaison with the current Membership Services Manager. It is anticipated that a handover will take place over several weeks, depending on availability, with the fee divided appropriately. Ideally the 1st or 2nd week of Feb.