Join the Scottish Hostels team

Scottish Hostels (SH) is an association of 75+ independently owned and run Scottish hostels that has been operating since 2004. The association has a diverse membership, everything from rural 6-bed bunkhouses to vibrant city-centre hostels, each hostel having unique and varied experiences to promote to our potential visitors.

The main objectives of Scottish Hostels are to:

• Improve the viability of member hostels and advocate the ethos of hostelling in Scotland
• Market and promote our individual members, hostelling, Scotland, and all other relevant subject matters
• Provide opportunities for member hostels to exchange information, ideas and experiences
• Represent the views of members on any matters of concern at local and national level

The Administration, Membership & Compliance Contractor will be expected to:

Administration:

• Prepare regular newsletters to be sent out through the Membership Management System (MMS) as per director’s request or in accordance with our marketing plan.
• Organise video conference calls and Minutes for directors meeting along with sending out agenda in advance of meetings. On average once every 4 weeks.
• Any further administration as per the request of the directors.

Membership:

• Deal with member retention and recruitment.
• To act as the initial contact and deal with the day-to-day enquiries from our members.
• Deal with the day-to-day enquiries from members of the public along with any other outside marketing bodies who are looking to work alongside SH.
• Administer invoices and track payment of members using our integrated website invoicing system.
• Compile listings for our online guide.
• Quality control of our members hostels through review sites such as our own, trip advisor etc. Report any hostels falling below par to the Board.
• Monitor the activity on the SH Facebook group and promote the group to our members and potential new members.
• Contact suppliers and enquire about special deals for our members such as insurance, utilities, website design discount, amongst others. Present these opportunities to the SH Board of Directors and then disseminate the information through online forum posts and group emails if approved.
• Carry out an admin check (email to members) to ensure that we have correct contact details for each of our members, prior to any printed materials being created.
• Feedback to the Board with any suggestions from members. This could involve general suggestions for the association or more specific improvements to our website and online forums.
• Communicating and sharing member’s news, updates, offers & high-quality images on social media in accordance with the social media marketing strategy and in cooperation with our marketing professional.

Compliance:

Support the Directors in:

• Ensuring compliance with GDPR & other Data Protection requirements.
• Reviewing all contractual issues associated with SH activities (e.g. website designers, bloggers).
• Dealing with any complaints from SH members or the public in accordance with SH Complaints Procedure.
• Ensuring SH maintains its Business Continuity Procedures.

For the AGM:

• Assist the directors with the organisation of the AGM. Liaising with the venue, confirming running order and numbers for catering, etc. where applicable.
• Attend the AGM, welcome members and take Minutes during the sessions.
• Record Minutes from the AGM and send to all directors and members.
• Respond to members emails along with any apologies.

The contract offer value is £18 per hour based on a minimum of approximately 40 hours per month, to be adjusted as circumstances demand.  Due to the nature of the work required it is expected that the hours of work will be spread evenly throughout the month.

The contract is subject to both parties reserving the right to terminate the contract with one months’ notice.

In order to achieve this the contractor must be able to demonstrate:

• Excellent organisational skills in order to fulfil the administration role along with the membership renewals and invoices.
• Excellent communication skills in order to work collaboratively with the Marketing Professional, our members, the Board and all external suppliers
• Examples of work and the methodology used to achieve results for the organisation

It is essential that the candidate for this key role within our organisation will have good communication skills and will be able to work closely with the marketing contractor and our directors. They will require to have good organisational skills and be able to work with our website and member management system. Full training will be provided however basic computer skills will be required.

The contractor will report directly to the Board and regularly provide a summary report of work undertaken. They will also be expected to meet periodically with the Board (via video conference calls) to discuss progress and also attend the AGM.