Subscriptions Secretary Job Description

Primary Responsibility

To receive subscriptions and to keep the database up-to-date.

New subscribers’ details are entered onto the database, acknowledged, and the appropriate issue of Grapevine despatched.
For existing subscribers, renewal reminders are issued for inclusion in the last Grapevine they have paid for. If the subscriber fails to respond, about a month before the next issue is due the Subscription Secretary (SS) sends out a further reminder. If this fails, the subscriber is removed from the mailing list, although, in the case of Circle Dance teachers, a further letter (or email for overseas teachers) is sent. When a teacher notifies any change of details, the Subscription Secretary passes this information on to the relevant team member.
After each issue of Grapevine, the Subscription Secretary updates the database and notifies the editor or appropriate team member of any teacher whose name should be removed from the listings.
Monies received are recorded and paid into the Circle Dance Friends Company Ltd (CDFC) bank account, notifying the Treasurer of the total amount together with brief details of donations, new members, cash sales etc. Some overseas members now pay via PayPal, requiring the SS to make the necessary arrangements for receipt and occasional transfer to the CDFC account.
It is essential that the Subscription Secretary has knowledge of, or is willing to learn to use, Access (the database program) and the Internet.

At the time of mailing out Grapevine, the Subscription Secretary supplies the labels for current subscribers and for those needing to renew. Where practicable, the Subscription Secretary helps on stuffing day.
It is good practice for the Subscription Secretary to proofread the teachers’ listings for Grapevine, as they are more familiar with the spelling of teachers’ names than other team members.

Various enquiries are received by mail, email and phone, needing appropriate and prompt response.
Where appropriate, the Subscription Secretary sends out details and checks the currency of the teacher’s insurance scheme.
The Subscription Secretary keeps records of her/his expenditure and, when the £50 float supplied by the Treasurer is exhausted, submits an itemised claim.
From time to time, it is necessary to amend the various items of stationery.
The Subscription Secretary is a member of the Guardian Angels team and is expected to attend the meetings.
The work probably takes about 30 hours a month: some weeks are busier than others, but there are few days when there is nothing to be done.
The role is held for a minimum of two and a maximum of four years.

Jackie Spearpoint

September 2004

Updated January 2006