Job Description

Introduction

Eastleigh Swim Club is seeking a capable and motivated

Club Administrator

to oversee the smooth running of the club's day-to-day operations. This is a hands-on, varied role for someone who enjoys working independently, managing multiple responsibilities, and ensuring that processes run efficiently and professionally.

Reporting to the Chair and Executive Committee, you'll take the lead on financial administration, membership coordination, governance, communications, and event logistics. Your work will be central to maintaining a high-quality experience for members and supporting the committee and coaches in delivering the club's objectives.

We're looking for an experienced and well-organised administrator with strong attention to detail, excellent communication skills, and the confidence to take ownership of administrative systems. If you're someone who takes pride in keeping things running smoothly and enjoys a role with real variety and purpose, we'd love to hear from you.

Purpose of the Role

To professionalise and safeguard the day?to?day administration of Eastleigh Swim Club, ensuring operational continuity, high?quality member experience, and sound governance. The postholder will take ownership of back?office operations--finance administration, secretariat, membership, events logistics, compliance and communications--so that the Executive Committee can focus on strategic leadership.

Key Responsibilities

1) Financial Administration

Day?to?day bookkeeping (sales/purchase ledgers, reconciliations) and maintaining accurate financial records. Raise and process invoices, approve/ log expenses, manage credit control and debtor follow?up. Prepare monthly management information for the Executive Committee (budget vs. actuals, cash?flow snapshots, fee income analysis). Support the Treasurer with year?end schedules for the club's accountants/auditors. Administer staff and coach payments (timesheets, pay runs) in line with club policy.

2) Secretariat & Governance

Coordinate Committee meetings and AGMs/EGMs: scheduling, agenda planning, papers circulation and accurate minute taking. Maintain up?to?date registers (policies, risk, conflicts of interest, actions, decisions) and ensure timely follow?up. Keep club policies current (data protection, safeguarding, H&S, finance) and track review cycles.

3) Membership & Customer Service

Oversee end?to?end membership administration (enquiries, trials, onboarding, renewals, leavers) including liaison with the Swim England Online Membership System (OMS) portal and squad lists within Swim Club Manager (SCM) Be first?line response for member queries, ensuring prompt, professional communication and resolution. Maintain accurate member data in line with GDPR and internal retention policies.

4) Competitions & Events Administration

Assist admin for club galas, open meets and team travel (entries, licences, officials sign?up, logistics, comms and on?the?day packs). Coordinate non?competitive events (e.g. presentations, socials, fundraising), including supplier bookings and budget tracking.

5) Communications & Stakeholder Management

Draft clear, timely communications to members, volunteers and partners (email bulletins, noticeboards, website updates, social media by agreement). Support coach and volunteer coordination: rotas, briefings and onboarding packs.

6) Systems, Data & IT Housekeeping

Own the day?to?day administration of the club's digital tools (e.g. Google Workspace/Microsoft 365, membership/meet entry systems, payment platforms). Maintain tidy, searchable file structures and version control; champion good information management. Produce light?touch dashboards/trackers (e.g. membership, arrears, event sign?ups) for informed decision?making.

7) General Operations

Manage club shop/kit orders and stock (where applicable). Coordinate venue bookings and supplier relationships; monitor service standards. Provide ad?hoc admin support to the Chair, Vice Chair, Treasurer, Secretary and Head Coach and assistant head coach.

Person Specification

Essential

Significant experience in a varied business administration role with ownership of outcomes. Practical bookkeeping experience and confidence with spreadsheets (budgets, reconciliations, lookups, pivot tables). Excellent written communication: agendas, concise minutes, member notices. Strong organisational skills with the ability to juggle deadlines and maintain accurate records. High standards of professionalism, discretion and customer service. Working knowledge of GDPR and information governance in a membership setting. Proficient with modern office software and cloud tools (e.g. Google Workspace/Microsoft 365). Able to quickly learn club?specific systems. Flexible, hands?on approach and willingness to support evening/weekend activities when required.

Desirable

Experience in a club/charity or youth sports environment. Experience with accounting packages (e.g. Xero/QuickBooks/Swim Club Manager) and basic monthly reporting. Familiarity with Swim England processes, meet entry systems and volunteer coordination. Event operations experience (licensing, logistics, risk assessments). AAT Level 2/3 or equivalent bookkeeping qualification (or relevant experience).

Safeguarding, Compliance & Pre?employment Checks

Commitment to the welfare of children and young people; willing to complete safeguarding training. Enhanced DBS check (child workforce) and satisfactory references are required prior to start. Right to work in the UK.

Terms & Benefits

Reports to:

Chair and Executive Committee

Salary:

up to circa 40,000 FTE (pro?rated for 22.5 hours/week) based on experience. Exact pro?rata will be confirmed at offer.

Hours:

based on 3 x 7.5 hour days

Holidays:

pro?rata to the club's full?time entitlement (including bank holidays) including any customary closure days.

Pension:

statutory employer contributions.

Probation:

3 months.

Notice:

3 months, subject to contract.

Flexible working pattern:

by agreement; some fixed availability in the evenings will be required for meetings/events.
Job Type: Part-time

Pay: 18,000.00-24,000.00 per year

Expected hours: 22.5 per week

Benefits:

Employee discount Flexitime Work from home
Application question(s):

Are you available 2nd Monday of every month for the evening club Commmittee Meeting at Places Leisure, Eastleigh 7-9pm in person? Are you located in Eastleigh/Southampton? Are you familiar with Swim England processes
Education:

A-Level or equivalent (preferred)
Experience:

Bookkeeping: 3 years (preferred) Customer service: 3 years (preferred) Minute Taking: 1 year (preferred) Microsoft Office: 3 years (preferred) Google Workspace (Docs/Sheets etc): 1 year (preferred) Administration: 5 years (preferred) Event Operations: 1 year (preferred) Club/Charity or Youth Sports Environment: 1 year (preferred)
Language:

English (required)
Work authorisation:

United Kingdom (required)
Willingness to travel:

25% (required)
Work Location: Hybrid remote in Eastleigh SO50 9NL

Application deadline: 15/11/2025
Expected start date: 02/01/2026