Membership Officer required for a Bargaining Council based on the East Rand

Role Purpose:
• The role of the membership officer is to administer membership, may it be new or existing membership.
• The membership officer must also be able to communicate clearly with new members, existing members and must be able to deal with queries and complaints.

Requirements:
• Own transport and Licence
• Non Smoker
• Fluent English must be able to read/write Afrikaans
• Write Formal English letters
• Work experience: Non-profit organization/union will be an advantage
• Must be able to work late and travel for regional events
• Minute taking

Administration of New Member Registrations
• Receive new membership forms & add detail on the Pastel database
• Check for all relevant information to be completed on the form and submit copy of the form with member number to Accounts for invoicing
• File the forms alphabetically
• Print certificate & welcoming letter and post to member
• Keep an Excel spread sheet of all new members, detailing their name, category & number of trucks as well as contact person/s
• On a monthly basis, collate a list detailing new operators and affiliates such as labour brokers on an Excel Spreadsheet and submit list to Bargaining Council on a monthly basis.

Administration of Renewals
• Send renewal notifications to members the month prior to the renewal month
• On receipt of renewal forms, compare information on the form with the information on the database and update information on Pastel database accordingly
• Submit copy of renewal form, in the renewal month, and member number to Accounts for invoicing
• File in same file as the new forms, alphabetically.
• Keep excel spread sheet of all renewals, detailing company name and category and contact person/s
• Follow up with companies that did not renew or that cancelled membership to determine reason and collate same on spreadsheet

Administration of Cancellations
• Receive written cancellations, note the cancellation and file
• Keep excel spread sheet of cancellations, detailing the company name, category and reason for cancellation and contact details.
• On a monthly basis, submit list of cancellations to Bargaining Council on Excel spreadsheet.

Database
• Update database on a daily basis with information received from both new and existing members.
• On a monthly basis, compare members list to Bargaining Council list of members on an Excel spreadsheet and discuss with Labour Relations Manager.
• On a monthly basis, compare Bargaining Council list of non-members to Company member list to ensure that the company members are not listed as non-members with the Bargaining Council. Collate discrepancies on Excel spreadsheet and discuss with Labour Relations Manager.
• On a monthly basis, identify significant non-member companies to be targeted for recruitment, collate on spreadsheet and discuss with Labour Relations Manager.
• In order to ensure collaboration with the Bargaining Council database, submit a full member list (operators and labour brokers) on excel spreadsheet to Bargaining Council
• Once monthly, collate all aforementioned spreadsheets (incl. those in 1 and 3 above) in a report and submit to Labour Relations Manager.

Meetings
• Dates for Prospective Member & Member Meetings should be identified in collaboration with the Events Co-Ordinator
? Confirm dates for meetings with CEO, Labour Relations Manager & Operations Manager
? Confirm the dates with Events Co-Ordinator who is to make venue, meeting, travel & accommodation arrangements
? Confirm the amount of prospective members/member expected with Events Co-Ordinator
? Discuss key invitees to the Prospective member meeting with the Labour Relations manager in accordance with monthly spreadsheets.
• Prepare the membership packs including:
? The company Brochure
? Events Brochure &/ Convention Brochure
? Membership application form in prospective member packs
? Meeting agenda, items of which should be confirmed by CEO, Labour Relations Manager & Operations Manager
? Ensure that membership is checked and confirmed before the meeting.
? At the meeting members must hand in a confirmation slip to attend.
? Such confirmation slip will be distributed once the member has confirmed his/her attendance. NO EXCEPTIONS WILL BE MADE.
? Invitations should indicate same.
• Ensure distribution of Meeting Notices and reminders
? When inviting prospective members, consider both company and Bargaining Council non-member lists
? Follow up frequently about attendance for all member related meetings
• Arrange LRC EXCO meetings upon receiving dates of same from Labour Relations Manager and in accordance with instructions from same manager.
• Make all arrangements for labour related training as per instructions form LRM, including arranging venues and catering, travelling, accommodation, printing of manuals, attendance registers, etc.

Membership Liaison
• On receipt of all queries/complaints, check & confirm membership before actioning
• Once membership is confirmed, direct query/complaint to appropriate company staff member for further assistance, if query/complaint does not relate to membership per se
• Follow up on emails and queries daily and ensure that it is dealt with timeously. This would also include following up with staff if the query has been deferred. As received

TETA DG project
• Manage the TETA DG project as a whole and report regularly to Labour Relations Manager on:
? Progress made
? Areas of concern
? queries raised by members and progress made on resolving same
• Liaise with Service Provider, TETA and Company Financial Accountant on any and all queries and non-payments so as to ensure that same are resolved timeously.
• Keep weekly updated Excel spreadsheet (liaise with Company Financial Accountant), and copy to Labour Relations Manager, on the following:
• Instructions to invoice TETA by service provider
• Invoices submitted to TETA but not paid to company as well as detailing follow-ups with TETA and reasons for non-payment
• Payments made by TETA to the company but not paid to members with reasons thereof
• Payments made to members
• Confirmation that same list correlates with the status report of the Service Provider

Labour Relations Webpage
• Ensure that webpage is updated weekly with information received from Labour Relations Manager.
• Compile a list of Frequently Asked Questions from member-queries. Draft answers to questions by consulting the Bargaining Council Main Agreement and/or relevant legislation and submit to Labour Relations Manager for sign-off before adding same to website. Update same list on monthly basis.
• Follow labour related news and suggest relevant articles to Labour Relations Manager to be uploaded to webpage on a weekly basis
• Ensure the Labour Relations Team and Office Bearer details and photos are kept updated
• Send regular teasers to members regarding new information that can be accessed

Bargaining Council Negotiations
• Assist Labour Relations Manager as per instruction with negotiation related issues such as:
? Scheduling mandating sessions and making all arrangements required, including traveling, catering, venue, etc.
? Distributing relevant information to members as instructed by LRM.
? Distributing urgent commination to members as per LRM instruction, even if it is after-hours.
? Thus ensure contractibility both by phone and email during all hours during the negotiation process.

The proposed package is as follows:
• Basic Salary of R15 000 per month.
• Provident Fund contributed at 7%
• Medical Aid at 50/50 contribution
• 13th cheque which will be eligible for after completing 1 year’s employment which payable in your birthday month