Role currently held by alto Marianne Grayson. Role holder must become a trustee.
Summary: main point of contact with members, maintenance of membership database and attendance register. Trustee
Skills and qualities required: IT skills, excellent communication, reliability
Rehearsals
- Organise signing in and input rehearsal attendance records into Database
- Liaise with Voice Reps about attendance
Concerts
- Collate apologies for concert attendances and input to Database
- Liaise with Voice Reps to ensure members are aware when attendance is insufficient
- Collate and pass on special permission requests to MD
- Compile concert Singing List from database attendance records, apologies received and special permissions granted.
- Send Singing List to Administrator for inclusion in concert programme
- Use Singing List numbers for seating plan, share with relevant people for distribution
- Organise concert signing in
- Provide Event Manager with updated Emergency Contacts list for each concert
Auditions
- Organise re-audition dates, liaising with MD and Accompanist, and Administrator re venue
- Communicate with members needing re-auditions and organise timetable/signing up
- Attend on re-auditions days to encourage members, and provide back up to MD
- Attend on entrance audition days to provide back up to New Members Officer and welcome new members
- Input new member details and attendance into Database; assign chorus numbers; send welcome email, copying Finance Officer, Voice Rep, Administrator and New Members Officer
- Add new members email addresses as contacts in IT system, and to weekly update distribution list. Remove resigning members from weekly update list.
Voice coaching
- Send Database to MD ahead of voice coaching sessions, to enable creation of coaching list
- Note which members attend coaching and amend Database
Record keeping
- Maintain Active Singer list on Database and update with all membership changes (resignations, leave of absences, new members, rehearsal and concert attendances)
- Be the point of contact for data collection from members, eg change of address, emergency contacts and photos etc, and input these details into Database
- Pass on members’ communications on resignations, leave of absences, and health and pastoral issues to relevant Voice Rep, and to Social Events Officer when a good wishes card from the Chorus is appropriate
- Ensure Trustees and Voice Reps are regularly updated with membership lists and are made aware of new members’ details and resigning members. Pass on relevant details to enable the Chorus Administrator to maintain the non-members database.
- Provide brief Membership Update on numbers and attendance, and Membership Changes Diary, for each committee meeting
Other
- Inform Administrator whenever a long-standing member (25 years plus) leaves, so they can be placed on the Hon Member database.
- Send Leavers Survey to resigning members, and collate results for Trustees as appropriate
- Make new annual Membership Cards in time for AGM, give to Finance Officer for distribution to members who have paid their subs and filled their subs forms
- Liaise with Finance Officer to track subs payments and subs forms, and follow-up with members or liaise with Voice Reps for chasing when necessary
- Do annual check to ensure that member details submitted on Subs Forms match Database records
- Manage Voice Exchange