Situations Vacant

Situations Vacant

We are currently recruiting an administration assistant

Job Title:           ADMINISTRATOR
Reporting to:    
General Manager
20-30 hours per week including two evenings 4pm to 8pm and Saturday morning 9am to 11am, occasional Friday work may be required

Essential Skills:

Computer skills: excel, word, website

People skills: maintain good working relationships with suppliers, colleagues and members

Time management: Ability to work alone and complete work in a timely manner

Languages: Written and spoken English to a high standard or native

Duties and Responsabilities


  • Take relevant payment from members who wish to pay in the office and print and issue receipts
  • Print all new membership cards as members pay their fees. Manage distribution of newly printed cards
  • Arrange reprinting of lost cards and payment of admin fees
  • Ensure Clubsys and Card Printer are updated and fully functioning and with adequate supplies
  • Produce membership lists and other reports as and when required
  • Ensure all staff have membership be they part or full-time employees
  • Liaise with team managers to ensure all players have the required memberships and have paid player fees
  • Respond to all Membership email enquires promptly
  • Ensure all money taken in the office is properly recorded and stored in accordance with the accountant’s directions
  • Maintain the Honorary Life Members register
  • Ensure concessionary codes are issued in a timely manner as required

Website and IT

  • Ensure DRFC Fixtures are regularly updated on the website
  • Actively collect and save photos supplied by team managers for use on website and other communication
  • Keep the website current and up to date with pictures, news stories etc.
  • Fully update the website before the start of each season
  • Maintain DRFC system mailing lists to ensure all members receive DRFC emails
  • Issue a weekly or as agreed newsletter keeping members up to date with events taking place at DRFC
  • Manage Sponsor presence on website liaising with General Manager and Accountant
  • Maintain office systems and hardware to enable the Admin Office to function effectively, liaising with IT consultant as appropriate
  • Maintain good working relationships with IT and other suppliers
  • Upload classified adverts to the correct area as required
  • Manage the email system, adding and removing users as required, ensuring invoices are paid etc.


  • Meet with PSR’s and Club Captain at the beginning of every season to agree their and your responsibility with regards membership, match updates photos etc.
  • Maintain and create office documentation, templates, flyers and promotional matter and all printed collateral e.g. business cards, headed paper
  • Collate and administer all Sponsor logos for each season
  • Regulate all DRT and DRFC Logos and ensure the correct logos are in use
  • Ensure the Admin Office is tidy, organized and open at appropriate times to suite member and event needs
  • Arrange monthly Excom meetings, inviting attendees, issuing agendas etc.
  • Maintain a helpful and positive attitude towards all visitors to DRT and to the Admin Office
  • Prepare official and VIP invites and distribute as required
  • Scanning, filing and e filing on Server of all official DRFC documentation
  • Receive payments – ensure all payments made to the Admin Office are processed and logged correctly
  • Working with the accountant, prepare travel xls, payment logs and receipts and complete them accurately for team and M&Y travel or event payment
  • Ensure all signed Sponsorship Agreements are scanned and filed
  • Assist the General Manager with DRT communications, invitations and sponsor requests
  • Maintain and compile Minis and Youth contact sheet
  • Policy and Procedure – compile / update, distribute and ensure all parties adhere to the content
  • Ensure all staff contracts, ID copies are filed and up to date
  • Compile and edit Job and Role descriptions
  • Assist Team Managers and RDOs as required
  • Team travel – liaise with team managers to book and manage flights as per the DRT Flight Policy
  • Coordinate with flight carriers for all bookings, amends and cancellations in a timely manner
  • Admin meetings – schedule, prepare Agenda, Minutes and actions arising

Events and Event Planning

  • Be a member of the Minis & Youth Home Tournament organizing committee
  • Be available to help out and assist where required for DRT events
  • Assist the General Manager with event planning or functions when required.
  • Oval Ball – manage ticket sales, payments, waitlist, program, table plans and itineraries for guests and entertainment as required
  • World Rugby – coordinate training courses as required
  • With Executive Committee approval, organize the booking of player hotel rooms, stand tickets and flights for Dubai 7’s. Ensure that PSR’s have registered their teams for the event and remain in close contact with PSR’s to ascertain player names and details.
  • To be available to help out on key DRFC hosting days: minis home tournament, ladies home tournament, vets home tournament.