Membership-Database-Officer-March-08

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					                       JOB DESCRIPTION AT MARCH 2008

                      MEMBERSHIP & DATABASE OFFICER


REPORTING TO               Head of Membership and Careers

LOCATION                   RTPI’s main office at 41 Botolph Lane, London, EC3R
                           8DL

JOB PURPOSE

To undertake administrative duties, provide advice to members and potential
members on membership queries and promote RTPI membership within the
Membership Education and Lifelong Learning Department. The role includes
maintaining the RTPI’s member database, assisting with the administration of the
member election processes; dealing with questions relating to membership,
promoting RTPI membership at events and other routine and ad hoc tasks on the
database.

CONTEXT

The main responsibilities of the job relate to the administration in support of the
membership election process and maintaining the member database. About 1000+
applications for different classes of membership are received each year and must be
checked and processed, with accuracy and within specified deadlines. In addition
the post holder will deal with a variety of enquiries relating to membership classes
and will be required to champion membership of the Institute to various audiences.
The post holder must have the ability to work both on their own initiative and as part
of a team and to be flexible in order to succeed in this job. There is frequent contact
with enquirers, applicants at all levels within the profession, the Planning Schools
and some suppliers. The job requires some travel within the UK.

ACCOUNTABILITIES

   1) Database

      Inputting and maintaining Corporate Member details on the database and
       preparing schedules of applications for the Membership Panel, working to
       election deadlines

      Providing administrative support to the APC process as required
   Inputting and maintaining Studentship, Licentiate, Associate and Retired
    Member details and any new membership classes as developed on the
    database and preparing schedules of applications working to election
    deadlines

   Inputting into the development of new queries and other procedures to
    facilitate and streamline database functions related to the membership
    election process and other tasks

   Maintaining member records, including updating addresses, processing
    returned mail, obituaries, strike-offs and resignations; updating studentship
    information with University pass lists

   Providing database support for monitoring members’ continuing professional
    development

   Weekly updating of the Planning magazine’s electronic address file and
    despatching it to the magazine distributor

   Providing support to RTPI’s regions and nations, Networks and Associations,
    other external agencies and departments by providing monthly updates,
    statistical and other information as and when required

   Maintaining and updating membership networks and Chief Planning Officers’
    details, departmental address mailing lists, partner and stakeholder contact
    lists, certificate record lists, stocks of forms, records of RTPI Book Prizes,
    course pass lists and other lists as identified by the Director or Head of
    Membership and Careers and working with IT, Subscriptions or other RTPI
    Departments as necessary to make these available in the most appropriate
    format

   Liaising with the Institute’s Finance / Subscriptions department as and when
    required


2) Membership

   Responding to enquiries about membership, including providing advice about
    the election process, by telephone, email and in writing

   Checking in detail incoming applications for the various classes of
    membership to ensure that RTPI membership requirements are met,
    processing applications, and producing election schedules as appropriate

   Processing APC mentor applications

   Assisting colleagues in preparing letters advising of election and non-election
    to membership and collating packs of material to be sent to all new members
    on election on a timely basis

    Working with colleagues in processing members’ resignations and updating
    records on the database accordingly.
      Checking and processing incoming cheques for administration/re-instatement
       fees

      Assisting colleagues in preparing certificates for the calligrapher and the
       President’s signature and despatching to new members; preparing duplicate
       replacement certificates when required

      Working with external organisations including Planning Schools in promoting
       membership of the Institute, particularly in relation to Student and Licentiate
       membership

      Attending membership events as appropriate

   3) General

      Responding to general enquiries by telephone and email; despatching careers
       material and membership application forms in response to requests from
       individuals or organisations

      Updating and maintaining the shared IT drive for the Membership Education
       and Lifelong Learning Team

      Undertaking any other tasks within the job holder’s remit and level as required
       by the Director or Head of Membership and Careers.


DIMENSIONS

There are no staff management or budgetary responsibilities.


PERSONAL SPECIFICATION

The post requires:

      Attention to detail and a high level of accuracy

      A high level of IT competence

      A high level of language proficiency – oral and written

      An ability to plan and organise work effectively, ensuring that urgent jobs are
       prioritised

      Meeting deadlines while ensuring quality

      An ability to work collaboratively with others and a positive and professional
       approach to work

      Being flexible and willing to work effectively as part of a team
   Having a customer focus

   Being receptive to new ideas and a systematic approach to problem solving

   A commitment to the aims and objectives of RTPI’s Membership, Education
    and Lifelong Learning agenda

				
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