The British-Italian Society (BIS) invites applications for the role of Secretary to the Society from 1 September 2019.
The Secretary is responsible for administering the Society’s programme of events, including dealing with venues, caterers and speakers, and handling logistics, publicity and payments.
They are also the public face of the Society, handling queries from members, donors and the public and processing membership applications and renewals.
The BIS is a UK-registered charity, and the post of Secretary is a voluntary one; but the Society does pay an honorarium (currently £10,000 per annum, but due to be reviewed in early 2020) in recognition of the commitment required. The working hours and times are quite flexible, and should not exceed 4 days (29 hours) a week. In addition actual expenses will be reimbursed (including childcare for attendance at events, if relevant).
To enable the Secretary to work from home, the Society will provide a laptop computer, printer and a dedicated mobile phone.
The successful candidate will be able to demonstrate:
- fluency in English and good drafting skills;
- a strong interest in Italy and Italian culture;
- good administrative and organisational skills (including competence in the use of office software programmes, such as Word, Outlook, Excel and Powerpoint);
- strong interpersonal and customer relations skills (for handling a range of enquiries from, and meetings with, Members, Trustees, Speakers and service providers).
The ability to understand, speak and write Italian would be an advantage.
A fuller description of the role, duties and terms involved can be found below.
To apply for this position, please send your CV together with a covering letter, explaining what you would bring to the role and why you would like to be appointed, by Wednesday 12 June, to BritishItalianSociety@gmail.com.
Short-listed candidates will be invited to an interview during the second half of June.
28 May 2019
JOB DESCRIPTION : SECRETARY OF BRITISH-ITALIAN SOCIETY
Purpose of Role
- To administer BIS events and visits (including venues, logistics, publicity, receipts and payments).
- To handle membership queries, applications and renewals. To maintain a record of all new applications, renewals and payments - and to share it with the Chairman (for the database and Gift Aid) and the Accountant.
- Handle practical arrangements for all events, including finding, booking. and arranging payment for, venues and liaising with hosts, caterers and speakers over set-up, equipment, catering etc.
- Arrange catering and special equipment for events (and store and transport BIS projector) if necessary. Occasionally organise in-house catering (take wine, snacks and glasses) for smaller events with no organised catering.
- Register attendees and collect/record payment for events (mostly received via Paypal on the website or by bank transfer these days).
- Maintain a spreadsheet of the costs and revenues for all BIS events for presentation to meetings of the Trustees.
- Prepare, copy/have printed and distribute the paperwork for our annual AGM in June.
- Handle logistical arrangements for (and attend) the regular (4-5 times a year) meetings of the Trustees’ at the Italian Cultural Institute.
- Prepare and issue flyers for each event (drawn up in consultation with Honorary Director based on material supplied by speakers) to members, and post them on the website. Flyers to be e-mailed using MailChimp (and in a few remaining cases mailed in hard copy). Pass a copy also to the Italian Community Newsletter, and post on LinkedIn.
- Maintain and update information on the website (including the list of forthcoming events, BIS notices and details of third party events).
- Handle routine queries from members (and non-members) about events and membership, and chase up annual renewals.
- Collect external bids to the Trustees for charitable funding and donations, seeking further information, where necessary.
- Handle other miscellaneous enquiries (but see Note 5 below).
- Process new membership applications and issue standard welcome letter.
- Process Direct Debit run each July. Prepare, check and upload the mandate. Also check RSM 2000 database regularly during the year for new or cancelled mandates.
- Pay cheques and cash into the bank when required.
- Provide annual list of new members (since previous July) to Rivista Editor every summer.
- Liaise with Rivista Editor over possible authors for reports on each event (sharing attendance list with her).
- Deal with external Web Designer/IT Consultant over website maintenance or difficult IT issues.
- The job-holder is expected to spend up to a maximum of four days per week (29 hours) on these duties. The working hours and times are flexible and at the discretion of the job-holder; but he/she is responsible for ensuring that enquiries/tasks are dealt with satisfactorily and that the maximum hours are not exceeded.
- The post is a voluntary one; but, in recognition of the commitment required, an honorarium of £10,000 per annum (to be reviewed in early 2020) is paid in monthly instalments. In addition all actual expenses incurred will be reimbursed (including childcare costs for attendance at events).
- The job-holder will carry out their duties from home; but BIS will provide IT or special equipment required (including laptop computer and printer). A dedicated mobile telephone will be also provided by BIS.
- The job-holder is not required to monitor e-mails and telephone calls or take action on them at times or on days when he/she is not scheduled to work. Voice-mail and Out of Office Assistant should be used to explain the arrangement and store messages received at other times for reply when convenient.
- The job-holder is not required to handle or reply to miscellaneous unsolicited correspondence or e-mails which are not directly related to BIS. If in doubt whether such correspondence requires a reply, the job-holder should consult or forward the correspondence to the Chairman (or another Trustee in his absence).
- Gift Aid issues are handled by the Chairman, who also holds and maintains the Database of Members and is the nominated DPA officer. The job-holder will need to liaise regularly with the Chairman over membership and payment issues.
- Any IT or technical support needed should be obtained from an external provider at BIS expense as and when required (after authorisation by the Chairman or a Trustee).
- BIS usually organise up to a maximum of 10 monthly lectures/recitals/social events and 1 outing each year.
- At times when the number or complexity of events makes it difficult for the job-holder to complete the duties within the working hours designated, BIS will be prepared to obtain temporarily the services of an intern or volunteer support from a member or provide another source of support for the job-holder.
- The Chairman will work with the job-holder to devise standard letters/e-mails for correspondence in response to frequently-asked questions.