Apprentice Membership Administrator with Community Union

Duration of Apprenticeship:

 2 years fixed length

Job Description:

Job Title: Apprentice Membership Administrator

Reports to: Head of Services

Location: Member Service Centre

Job Purpose

The Apprentice Membership Administrator will work towards achieving a series of accredited qualifications and embark upon an extensive learning & development program in alignment with the vision & values of Community union.

The Apprentice Membership Administrator, under supervision, will provide quality administrative support while working closely alongside the Member Service Centre Team in dealing with membership enquiries.

Main Duties and Responsibilities (subject to supervision and training)

• Responding to membership related enquiries and requests for information including telephone, email, paper and web enquiries, ensuring enquiries are managed in accordance with current General Data Protection Regulations. Resolving issues in a timely and efficient manner to ensure customer satisfaction.
• Processing members’ details via the membership database, ensuring records are maintained to a high standard of data integrity.
• Application of the check-off process, including the allocation and reconciliation of income received from employers; resolution of payment anomalies; and application of accounting principles to membership records.
• Responsibility for the direct debit process, including collection, allocation and reconciliation of contributions; the generation of relevant correspondence; processing rejections, indemnity claims and bank account amendments, in accordance with agreed procedures.
• Processing other contribution income in accordance with agreed procedures, including cash and card payments, ensuring income is allocated promptly and accurately.
• Maintaining relationships and liaising with employers and pay-sources; providing relevant information to ensure the effective management of member subscriptions; and problem-solving as necessary.
• Identifying accounting adjustments on members’ records and raising refunds as necessary.
• Raising membership information from the database as necessary, including individual and group information.
• Generating reports and lists as required, including, but not limited to, new member lists, arrears reports, invalid details reports etc.
• Reviewing member subscriptions on a regular basis, including members on special rates, to ensure the correct application of grades in accordance with the rules of the union.
• Ensuring compliance under the Trade Union Administration Act and engagement with the Membership Audit Certificate (MAC) process.

Skills

• Ability to listen actively and professionally engage with members.
• Ability to communicate effectively (orally and in writing) having regard to the union’s diverse membership.
• Ability to problem-solve.
• Understanding of member care standards and professional responsibility for the management of information.
• Ability to apply a flexible approach within the Service Centre operation and carry out other reasonable duties commensurate with the responsibilities of the post.

Management of Information / Data / Systems

• Good working experience of Microsoft Windows suite.
• Good working experience of data information systems.
• Good working experience of Internet software.
• Understanding of GDPR principles.

Teamwork & Organisational

• Ability to effectively manage workload and multitask.
• Experience and understanding of valued teamwork ethos.
• Willingness to work flexibly and adapt to organisational & operational needs.

Personal Qualities & Understanding

• Commitment to continuing job role specific training program.
• Ability to demonstrate professional diplomacy, sensitivity and presence.
• Understanding of good trade union principles, beliefs & ethos.
• Strong awareness & commitment to equal opportunities and valuing diversity.
• A commitment to Community’s Vision & Mission Charter.

Training Provided:

As a Business Administration Apprentice with BPP, you will undertake the Business Administrator Level 3 Advanced Apprenticeship.

The apprenticeship will be delivered through a blend of live online learning, pre-recorded lectures and workplace support.

Qualification Requirements:

5 GCSEs at grade 4 including English and Maths or equivalent qualifications.

Personal Qualities & Skills:

• Good working experience of Microsoft Windows suite.
• Good working experience of data information systems.
• Good working experience of Internet software.
• Understanding of GDPR principles.

• Commitment to continuing job role specific training program.
• Ability to demonstrate professional diplomacy, sensitivity and presence.
• Understanding of good trade union principles, beliefs & ethos.
• Strong awareness & commitment to equal opportunities and valuing diversity.
• A commitment to Community’s Vision & Mission Charter. 

Future Prospects:

• Potential opportunity to develop within the team to a further traineeship or permanent role.