Membership Assistant/Office Manager

Who we are:

We are the Society of Genealogists (SoG), an educational charity founded in 1911. The Society is the custodian of an extensive and exciting collection of diverse historical and modern, physical, and digital records, including grassroots sources, rich data of unlikely origin, and exceptional assets that capture the unfolding, unofficial history of us all.

We provide a well-regarded programme of education and training, supporting people not only to research their family roots but also to understand what they’ve found. Put simply, we recognise that knowledge of our past helps to illuminate the present and guide the future, so we continue to research, learning from all of our histories.

Benefits:

·       Twenty-five days of annual leave as well as Bank Holidays.

·       Access to member benefits of the Society of Genealogists

·       Pension scheme

Location: This role is based in London, at our Research Hub, Wharf Road, London, N1 7GS. The role requires on-site office working with flexibility for home working one day a week.

Purpose:

You will be a key part of the SoG team, managing our multimillion-pound library and educational space, as well as providing administrative support to the Head of Membership. As we are a small organisation, there are opportunities to gain experience in a variety of areas, such as events, library and archive services, finance and data systems, and governance. The role would suit someone with the energy to make the job their own, who is able to work independently, and who thrives in an environment where they can make a real difference to the thousands of people that we serve.

Because our library will be open to the public on weekends and occasionally in the evenings, we are looking for someone who can work flexibly, but in return, we can be flexible around your needs too, including offering some home working. 

Key Responsibilities

Office Management

• Update and maintain the office risk assessment
• Act as point of contact for our maintenance suppliers
• Keep personnel records up-to-date
• Manage office supplies
• Manage the booking of our events space, liaising with external clients
• Ensure a smooth-running office and premises

Membership

• Monitor and respond to member enquiries by email, telephone or in person
• Maintain and update the CRM and membership records
• Maintain and amend mailing lists and process returned mail
• Process cheques and DDs, actioning the BACS reports weekly
• Produce regular membership reports
• Process paper renewals and gift options
• Welcome visitors at Reception when required

Governance

• Take minutes of meetings as required
• Organise internal events and meetings
• Filing and administrative duties as required

Criteria:

Essential

·       Ability to work unsupervised and in teams with a diverse range of people

·       Excellent organisational skills

·       Excellent writing skills

·       Excellent attention to detail

·       Excellent customer service skills

·       Strong command of the English language and outstanding communication skills, both

written and verbal

·       Ability to prioritise and multitask

·       Excellent computer literacy, particularly in Microsoft Office applications

·       Ability to handle confidential information with sensitivity and discretion

·       Positive and proactive approach; ability to find practical solutions and to work cooperatively with internal and external stakeholders

Desirable

·       Experience of taking minutes at meetings

·       Experience of working with a CRM

·       An interest in family history

Application process

Please send a CV of no more than 2 pages and a covering letter of no more than 2 pages setting out how you meet the criteria in the ‘Essential’ list, using the criteria as headings.  

We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender, religion, sexual orientation, age, veteran status, or other category protected by law.

Closing date: Applications are being reviewed on a rolling basis, please apply without delay to avoid disappointment.