Position Type: Part-time (24 hours per week)
Contract: Initial 3-month term, with potential for extension and review
Salary: £15.00 per hour
Location: Westerhope Golf Club, Newcastle upon Tyne
Reporting To: Club Committee and Board of Directors

Interested candidates should email their CV to secretary@westerhopegolfclub.com or drop a hard copy in to the office.

Interviews will be held the week commencing Monday 6th October with a view to the successful candidate being in position by the beginning of November.

Role Overview
Westerhope Golf Club is seeking a proactive and detail-oriented Office Manager / Treasurer to oversee the Club’s administrative and financial operations. This pivotal role supports the Committee in delivering high-quality services to members and guests, ensuring the Club runs smoothly, compliantly, and efficiently.

The successful candidate will demonstrate strong communication skills, financial acumen, and a collaborative approach to problem-solving. A flexible attitude and ability to manage multiple responsibilities are essential.

Key Responsibilities
Governance & Member Services
• Implement Committee policies and advise on matters requiring attention
• Handle member and guest enquiries and complaints with professionalism and discretion – elevating to the Committee / Board of Directors when appropriate
• Manage bookings for approved societies and visitors
• Attend meetings with external bodies / authorities as appropriate
• Develop and maintain positive relationships with local and regional golf clubs
Compliance & Licensing
• Ensure compliance with statutory and local government regulations, including, but not limited to, the Health & Safety Act
• Apply for licenses, extensions, and permissions as required (including those required by law)
• Maintain awareness of developments in golf club and course management

Financial Management
• Administer all financial affairs of the club. This will include regular meetings with the Board of Directors and the Finance subcommittee in relation to ongoing financial matters.
• Set financial controls and systems to ensure efficient and transparent management of club resources. Review the financial controls and systems on a regular basis to ensure they are robust and to encourage continual improvement.
• Ensure that the financial transactions of the club are regularly recorded and balanced to ensure the club maintains accurate financial records.
• Preparation of monthly management accounts and presentation of these accounts at the monthly Committee meeting
• Support the annual accounts preparation process
• Assist the Finance Committee with the preparation of the annual budget before presentation to the main Committee.
• Support the clubs payroll process, including the arrangements for deduction of tax, and National Insurance contributions as appropriate, the timely payment of wages to staff and tax/NI contributions to HMRC, and maintaining appropriate payroll records.
• Prepare and submit VAT returns; liaise with HMRC as needed
• Manage the invoicing and collection of member subscription fees and entrance fees, and maintaining appropriate records of membership fees / payments.
• Ensure that cash receipts are banked on a regular basis.
• In respect of purchases made by the golf club, oversee the procurement process, including arranging quotations, placing orders (as directed by Committee / Board of Directors) and checking invoices and arranging supplier payments
• Regularly review procedures for cash handling and online banking and ensure that procedures are appropriately adhered to and followed.
• Ensure adequate insurance coverage across Club operations
Administration & Reporting
• Conduct annual appraisals of office staff
• Maintain machinery registers and stock records
• Support the Committee in strategic planning and operational improvements

Candidate Profile
Essential Skills & Attributes:
• Proven experience in office administration and financial management
• Strong IT skills, including proficiency in Microsoft Office and accounting software
• Excellent communication and interpersonal skills
• Ability to work independently and manage competing priorities
• Discretion, integrity, and a commitment to high standards
Desirable:
• Experience in a membership-based organisation or golf club environment
• Familiarity with payroll systems and HMRC procedures
• Knowledge of club licensing and hospitality operations