West Lothian Gymnastics Club – Club and Customer Service Administrator

Job Description

The Opportunity

As the main customer service and administration contact for West Lothian Gymnastics Club, you will help manage parent enquiries, class bookings, membership information, payments and general club communication.

You will work closely with the head of coaching & club development and wider leadership team, helping to ensure the club runs smoothly for our gymnasts, families and staff.

Full training will be provided on the club’s systems and processes, including our membership and class-management platform.

Key Responsibilities

• Act as a welcoming and helpful first point of contact for parents, members and prospective families
• Respond to enquiries by email, phone and in person in a timely, professional and friendly manner
• Support class bookings, trials, waiting lists, transfers, cancellations and membership queries
• Maintain accurate member, attendance and contact records using the club’s management system
• Assist with payment administration, including following up outstanding balances where required
• Help communicate key club information, events, timetable updates and programme changes to families
• Support the administration of holiday camps, club competitions and wider club events
• Assist with general office administration, filing and keeping records up to date
• Work closely with the coaching and leadership teams to resolve parent queries and ensure a smooth customer experience
• Handle information sensitively and in line with GDPR, safeguarding and club policies

Requirements

Essential

• Strong administration and organisational skills
• Excellent written and verbal communication
• Confident using email, Microsoft Office and online systems
• A friendly, professional and customer-focused approach
• Ability to work independently while being a supportive team member
• Strong attention to detail and ability to manage competing priorities
• Commitment to confidentiality, safeguarding and inclusion

Desirable

• Previous customer service or administration experience
• Experience using Sage accounting software, including invoicing, payment records or financial administration
• Experience using Class4Kids or a similar booking/membership system
• Experience in a sports club, charity, childcare, education or community setting

Please send your CV and a short cover letting outlining your experience to: wlgcboard@gmail.com.

If you’d like to find out more about the role or have any questions before applying, please don’t hesitate to get in touch, we’d be happy to chat and tell you more about the position.