FULFORD (York) GOLF CLUB Ltd

General Manager Vacancy – Information for applicants

FULFORD GOLF CLUB Fulford is a prestigious championship golf course, located on the outskirts of the historic city of York. The club opened for play in 1906 and has been located on its current site since 1936. Following an original assessment of the land by James Braid, the course layout was designed by Charles Mackenzie. The course has undergone numerous developments since; most recently a complete redesign of the bunkering conducted by Martin Ebert. Fulford is widely regarded as a championship course with a rich tournament history, being used for numerous professional and amateur events. Most notably, it was home to the Benson and Hedges International Open from 1971 – 1989, an event that regularly attracted one of the strongest fields on the European Tour. In 2013, it successfully hosted the European Ladies Amateur Team Championships. During 2018 the club will host the inaugural R&A Girls’ Under 16s Open Championship, and the English Boys' Under 18 Open Amateur Stroke Play (Carris Trophy). Occupying a mixture of heathland and parkland, it is a supreme test of golf with excellent greens and a layout that tests the very best players. MEMBERSHIP Fulford is a friendly members golf club that opens its doors warmly to visitors. It has 456 full members (64 of whom are ladies), 50 5-day members, 20 country members, 93 youth members (55 of whom are juniors) and 274 social members. Because of its status, as a destination golf club, visitor numbers are significant and provide a substantial element of the club’s income. GOVERNANCE STRUCTURE The current structure is as per the attached (Appendix 1) which gives a clear indication as to the scope of the role of the General Manager. FINANCIAL A full set of financial data will be made available to short list candidates. The basic data is as follows: turnover just under £1M, the club is profitable, cost of Full membership is £1,038 per annum. JOB SPECIFICATION The current job specification for the General Manager is attached as (Appendix 2) THE ROLE This role is pivotal to the continued success of Fulford Golf Club. It is both an influential and influencing role and given the nature and culture of Fulford Golf Club, has a significant contribution to make to the Club’s progression.

The role covers the full range of general management duties from delivering operational business plans in line with the club’s overall strategy to managing a diverse team of club employees. Specifically, there will be a number of challenges over the next three years. The club needs to review approaches to membership to ensure that the prestigious reputation is retained whilst maintaining a strong membership base. There will also be a number of large scale change projects which will need supporting. Above all the Managing Secretary will be expected to provide leadership excellence. To that end, candidates need to be credible and able to demonstrate real experience of working at an executive level. You will set the standards as to how this organisation behaves so that integrity and sincerity are highly valued. The Board want Fulford Golf Club to be a great place to work as well as a successful business and will work hard to do the ‘right thing’ by the club’s employees. ROLE REQUIREMENTS

An influential leader, with previous management experience

Can quickly establish credibility and respect and builds strong working relationships with colleagues

Act as a role model for the club and be quick to identify problems and solve any issues arising

An ability to network and form effective professional relationships within the golf industry

A visionary leader who will inspire continued development

An excellent communicator who will share information appropriately and in a timely manner with Directors

Work with colleagues in a collaborative manner

Able to work strategically, planning ahead and meeting dead-lines; adapting to changing conditions

Must inspire confidence in the management of the Club to the Board

Commercial acumen – a good overall understanding and interpretation of company finances

Able to problem-solve, both operational and strategic issues through a pragmatic and consistently sound approach

Ability to maintain an effective work-life balance SUMMARY Fulford is looking for a strong, strategic leader who is commercially astute with key strengths in developing stake-holder relationships and collaboration and influencing. Candidates will possess the leadership skills and experience to ensure that Fulford Golf Club maintains and improves its standing as a pre-eminent golf club in Yorkshire and the wider golfing world.

Appendix 1 FULFORD GOLF CLUB

Appendix 2

THE FULFORD (YORK) GOLF CLUB Ltd

JOB DESCRIPTION: GENERAL MANAGER

Responsible to: The Chairman of the Board on all policy matters and through him/her to the Board of Directors and

in particular to the Captain, the Hon Treasurer and Sub-Committee Chairmen/ Chairwomen.

Responsible for: The efficient management of Fulford Golf Club in accordance with the policies determined by the

Board of Directors, with the objective of satisfying the highest expectation of members, visitors and

staff. This will include the day to day management of property, food and beverage services, golf

course management and facilities maintenance in a manner that maximises revenues, members’ and

visitors’ satisfaction, as well as staff development and job satisfaction.

Duties: The General Manager’s duties are delegated to him by the Board of Directors from time to time. Key

areas of emphasis include revenue generation, course and facilities management, expense

management and day-to-day financial controls.

At times the Manager will act subject to the direction of the Board. His/her specific responsibilities

may be varied from time to time, provided the Manager’s overall status is not diminished. Without

the specific authority of the Board, the Manager has no authority to enter into new, or amended

contracts on behalf of the Club, or to engage, dismiss, or change terms of employment, of staff.

The following list summarises the Duties for the General Manager, however, it is not intended to be

exhaustive and does not have contractual effect.

A Golf Club Staff

B Professional and Caterer

C Communications

D Course Management

E House

F Golf

G Finance

H Administration

I Company Secretary

J Assistance to Captains

K Sales and Marketing

The General Manager’s duties can be amplified along the lines shown in the following pages. Items

in bold italics are delegated to the Assistant Secretary, whilst those in Italics could be delegated

when appropriate skills are in place.

A Golf Club Staff Assist the relevant Sub-Committee Chairman with the recruitment, management, motivation,

training and discipline of all staff working through the following:

Head Greenkeeper

House Manager

Administrative Assistants

Ensure that the proper job descriptions and contracts of employment exist for all staff.

Ensure that the Employee Handbook is kept up to date and available to all employees.

Implement the Club’s policies on Health & Safety and similar legislation, and ensure through the

above the staff are trained in the proper use of machinery and equipment relevant to their jobs.

Through the above oversee training for new employees and ensure that all staff understand the

requirements of their job, with detailed job descriptions and additional training provided wherever

appropriate.

In conjunction with the Chairman and Sub-Committee Chairmen and through the above ensure that

all employees receive an annual appraisal and regular pay reviews.

B Professional and Caterer Ensure the Club Professional and the Caterer have valid service contracts and monitor performance

against these contracts, reporting any problem areas to the Board of Directors through the Chairman

of the Board and the Chairman of House respectively.

C Communications Lead regular team meetings (at least twice monthly) attended by the House Manager, Professional,

Head Greenkeeper and Caterer to ensure that they are fully aware of all events taking place in the

Club, and that their activities are co-ordinated. At these meetings communicate all relevant Board

decisions and allow feedback of any problems that could affect the smooth running of the Club.

Provide a written weekly programme of bookings/events to the House Manager, Professional,

Head Greenkeeper, Caterer, Membership, Chairman and Captain at least 7 days in advance of the

start of this week. Any change to this programme that occur after it had been published must be

communicated immediately to all relevant parties.

Ensure that the House Manager is informed of all planned Board and Sub-Committee meetings and

that the relevant facilities are available, making reservations if necessary.

Post notices to keep members informed of planned developments, golf and social events, local

rules, competitions, results etc.

Ensure that the notice boards are kept tidy and relevant at all times. Arrange for journals, daily

papers, magazines etc. to be available within the clubhouse.

Receive and deal with complaints, referring them to the Board if appropriate. Regularly check the

Suggestions Book for entries and deal with them promptly, referring to the Board if appropriate.

Maintain a good relationship with local and other golf clubs as appropriate.

Liaise with local, County and National Golf Unions. The Club’s competition results should also be

available through the club’s web site on howdidido.co.uk as soon as possible following the

completion of the competition.

D Course Management In conjunction with Chairman of Greens ensure that the course is properly maintained in accordance

with the Club’s policy, including the incorporation of advice received from the appointed agronomist

and ecologist. Ensure that an inventory of course machinery is maintained, and that regular

maintenance is carried out in accordance with the manufacturers’ recommendations. As agreed

with the Chairman of Greens arrange for service/maintenance contracts to be in place for

equipment, where appropriate. Ensure that the Health & Safety guidelines are being implemented

and that regular H&S inspections are conducted.

Monitor all issues relating to the course and highlight any areas of concern to the Chairman of

Greens.

E House In conjunction with the Chairman of House ensure that the bar and catering facilities are efficiently

run and to meet the needs of members and visitors.

Monitor bar purchases, stock levels, the storage of stock, and gross profit margin on sales, Through

the House Manager arrange for monthly stocktaking checks.

Ensure that the bar, catering and washroom equipment are working properly and being regularly

maintained in accordance with manufacturers recommendations. Where appropriate arrange for

service/maintenance contracts to be in place for equipment.

Ensure that an inventory of all bar property, catering equipment and furnishing is maintained.

Ensure that adequate supplies of glasses, crockery, cutlery, linen etc. are maintained at all times,

reporting excessive usage or breakages to the Chairman of House.

Ensure that Health & Safety guidelines are being implemented and that regular H&S inspections are

being conducted.

Make applications for the appropriate licences etc. as required by law.

Ensure that the Club’s premises are maintained in good condition, both internally and externally.

Assist the Chairman of House, The Chairman and Social Sub-Committee with the promotion,

management and advertising of social and external events as requested.

F Golf Work with the Chairman of Competitions and the Ladies Competition Secretary to organise

competitions and events, including the control of entry/starting sheets, checking of cards and

publication of results.

Together with the Chairman of Competitions, Captains and Junior Organiser prepare an annual

fixture list and diary.

Ensure that handicap records are kept, amended as required and notify members accordingly.

Allocate new handicaps, using previous club handicaps as a guide if necessary.

Notify members of all changes to the rules of golf, including permanent and temporary local rules.

In conjunction with the Captain and Lady Captain organise club matches, both friendly and scratch

teams.

Promote and make all arrangements with visiting Societies and Corporate visitors.

Ensure that visiting parties are welcomed on arrival and that they are aware of all facilities at their

disposal during the day. Contact should be made with the organiser and support offered where

appropriate.

Maintain the (computerised) course booking system. Ensure that the Club properly receives all

green fees and competition entry payments.

Ensure that the Club Professional, in conjunction with the Head Greenkeeper, maintain the

information boards to current requirements. Work with the Club Professional to provide an

acceptable level of service to members and visitors.

Provide assistance, as necessary, with the annual prize giving, including the updating of the

honours boards, return and engraving (where appropriate) of trophies, invitations to prize winners

etc.

Maintain accurate records of all trophies and other artefacts, their whereabouts and insurance

values.

Organise, promote and ensure smooth running of club Open Days.

G Finance Prepare routine Financial Statements for the Hon. Treasurer and provide such assistance as he/she

requires.

Maintain a register of the Club’s tangible assets and in conjunction with, the Chairman of House and

Greens, budget for the replacement of items nearing their end of life.

Provide data to the Hon. Treasurer to assist in the preparation of the Annual Accounts, Budgets and

Cash Flow Forecasts.

Manage the Golf Club, monitoring budgetary revenues, nominal income and nominal expenses,

highlighting out of line situations to the Board. Implement sales strategies, ensuring price integrity

and product suitability. Manage Golf, Food and Beverage reservations to maximise profitability

whilst maintaining member and visitor satisfaction.

Oversee the golf booking system to ensure that course usage is optimised without impinging on

members’ times, and that the appropriate rates being charged for green fees. Monitor courtesy and

concessionary golf usage and report on the same to the Board of Directors.

Monitor costs against budgets and implement cost saving strategies wherever possible.

H Administration Maintain the integrated computerised membership records, membership/security card system and

electronic point of sales system.

Control locker, trolley shed and battery charging usage, ensuring all rentals due are properly

accounted for.

Prepare all invoices for subscriptions and other payments, ensuring accuracy at all times, providing

the Hon. Treasurer and the Chairman of Membership with all reconciliation of subscriptions received

with the membership details. Ensure for the prompt and efficient processing of all financial

transactions through the Club’s computerised accounting systems.

Operate correct payroll procedures for each pay period to ensure prompt and accurate payment of

all staff. Ensure that all payments due to the Club Professional and Caterer are correctly accounted

for and made properly. Remit tax, national insurance and pension contributions to the relevant

body within the required timescales.

Prepare prompt monthly accounts and investigate significant variance from budget.

Control cash flow by ensuring the prompt settlement of members’ subscriptions and the payment

of suppliers in accordance with Board policy. Review outstanding subscriptions and debts, chasing

them as necessary and recommending to the Board through the General Manager any additional

action deemed necessary.

Prepare the quarterly and annual VAT returns to HM Customs and Excise, calculating the amount on

irrecoverable VAT.

Maintain the Club’s pension and life assurance schemes. Implement systems to control and secure

handling of cash within the Club and ensure that staff are fully informed and trained in their

responsibilities.

Maintain an efficient filing system for all correspondence, purchase invoices, committee minutes,

contracts etc.

Ensure that adequate insurance policies are in force and reviewed annually and that sufficient

information is available to substantiate any claim required. Control purchase of all day-to-day items,

obtaining competitive quotations as necessary, and ensuring that costs are controlled.

Ensure that the relevant sub-committee chairman checks invoices received for accuracy prior to

their approval for payment.

Plan and maintain the Club’s computer systems to ensure adequate performance, particularly, with

regard to the on-line systems, advising the Board should upgrades be required.

Ensure that all contacts with the Club are met with a courteous and prompt response. In

conjunction with the Captain or appropriate Sub-Committee Chairman, monitor the performance of

all contractors used by the Club to ensure that they are fully aware of the Health and Safety

requirements in their area of operation. Prepare situation reports as required by the Chairman, Sub-

Committee Chairmen or Hon. Treasurer from time to time.

Ensure that appropriate resources are in place to safeguard the security of all persons attending the

club, and their property.

Ensure that the club acts within the terms of the lease and maintain contact with the landlord’s

agents.

In conjunction with the relevant Chairman, prepare and attend all Board and Sun-Committee

meetings, advise on content and generate agendas, prepare and distribute the minutes of the

meetings, implement decisions made, ensuring effective communications of these decisions to all

relevant members of staff.

I Company Secretary Prepare statutory returns to the Registrar of Companies and deal with matters arising from such

returns.

Issue notices to members for annual and general meetings within the statutory timescales.

Ensure compliance with all legal and all statutory and local government regulations. Keep abreast of

changes in legal requirements and bring to the Board any matters requiring their attention.

Liaise with and assist the club’s auditors.

Ensure correct interpretation of the club’s articles, rules and bylaws.

J Assistance to Captains Provide support to the Captains as requested in the organization of matches and other inter-club

events.

Organise the Annual Dinner Dance, Captain’s Dinner and other Club functions in accordance with

the wishes of the Captain.

Afford assistance to the Lady Captain and her committee.

K Sales and Marketing Develop corporate/society packages to maximise profitability and usage of facilities. Implement

marketing strategies to attract the major corporate and society golf bookings.

Ensure the Club’s website is maintained with current information. Ensure that all external

communications documents are produced to a high standard.

Maintain awareness of the competitive environment, both locally and nationally, particularly in

relation to courses of a similar standard to The Fulford Golf Club.

Liaise with other Secretaries/General Managers to keep abreast of the latest developments and

pressures affecting golf clubs.

Ensure that membership enquiries are dealt with in an efficient manner and manage the

applications through the waiting list to membership. Together with the Chairman of Membership

ensure that membership is maintained at its optimum level.

Maintain a record of all membership applications received, together with a note of any which have

been rejected and the reasons for that rejection.

GUIDELINES FOR THE GENERAL MANAGER (To supplement the Job description)

The General Manager should be a role model for the staff by demonstrating the expected attitude

and work ethic.

He/she should be aware of any changes in legislation affecting the Club. He/she should maintain an

ongoing awareness of current issues affecting golf club management, bringing them to the notice of

the relevant Board member. He/she should attend meetings and liaise with relevant bodies and

associations for the benefit of the Club.

He/she should advise the Board on their personal training needs and identify suitable

courses/seminars to meet these needs wherever possible.

He/she will be expected to promote the Club positively at all times.

He/she, as Company Secretary, will be expected to gather and prepare all information required for

annual and special meetings, required by the companies act, ensuring that the statutory

requirements are met in full.

He/she is expected to encourage members to mix, particularly in helping new members to get to

know other members.

He/she should encourage all members and especially junior members, and help them to know and

apply the rules and etiquette of golf.

He/she should assist the Membership Sub-Committee in assessing the suitability of candidates for

membership and ensure that the interviewing and selection/ election procedures of the Club are

followed.

He/she should assist the Chairman of House and the Chairman of Greens on all major

capital/maintenance projects, liaising with suppliers and contractors as necessary to ensure

completion of project in a timely manner and within budget.

He/she should ensure that the Club’s rules on starting times and the format of matches are being

observed by members and visitors, liaising with the Club Professional as necessary.

He/she should provide continuity by ensuring that the Board and Sub Committee Chairmen are

aware of decisions and of the rationale behind those decisions taken by preceding Boards,

particularly regarding long term plans and programmes which have been put in place.

He/she should take the opportunity to play (or walk) the course with the Head Greenkeeper and

Professional whenever the occasion arises

THE FULFORD (YORK) GOLF CLUB Ltd

General Manager – Person Specification

ESSENTIAL DESIRABLE

Attainment: A level or equivalent experience.

Appropriate Golf Club

Management qualification

Knowledge:

In depth understanding of the game of

golf.

Structure of golf club (general, club

based & admin structure).

Able to solve problems within area of

work/knowledge.

Club management &

operations.

Health & Safety legislation.

Data protection requirements

(including GDPR).

Skills:

Highly organised and able to develop

effective processes for delivery.

Highly developed communication and

interpersonal skills with the ability to

negotiate and influence others and

resolve situations.

Able to plan strategically, developing

long and short-term goals and working

to deadlines.

Accurate and thorough approach.

Customer focused approach.

Able to delegate and devolve

responsibility, motivate, mentor and line

manage colleagues

Proven appropriate experience and

evidence of successful resource and

financial management, including

resolution of conflicting priorities,

formulating budgets, rigorous monitoring

and control procedures

Strong performance management ethos

with extensive experience of reviewing

and improving business functions and

services

Looks ahead in order to develop,

improve and maintain clear outcome

based strategies.

Appropriate I.T. skills, including

use of all Microsoft packages

and relevant experience of

intranet/website use.

Experience of developing a

positive performance based

culture.

Experience of organising

training for staff.

Competencies/

Behaviours:

Reliability, honesty and integrity

Able to self-motivate and work

independently or as part of a team.

Excellent time management skills and

the ability to prioritise work effectively.

Explain information clearly, accurately

using appropriate language across a

range of media.

Flexible and motivated team member.

Approachable, confident and friendly.

Encourage attitudes and behaviours that

respect and value diversity and promote

equal opportunities.

Hands on in approach, meticulous in

attention to detail and exacting in

standards.

Ambitious, innovative and creative and

cognisant of the need to sustain the

development of the club.

Tenacity and drive, maintaining focus

and judgement under complex

conditions.

An innovative and creative thinker who

challenges the status quo and breaks

down barriers to change whilst

maintaining essential control

mechanisms.

Influential and persuasive communicator

with a high level of written and verbal

skills engendering commitment across

groups from all levels of organisations.

An enthusiastic and effective

ambassador for the club.

Relevant

Experience:

Prior work in leisure or golf related

industry.

Management and Administration

positions.

Sports development or club management

& operations work with experience of

managing others.

High level of commercial acumen and

ability to deliver within agreed budgets

Experience at more than one

golf club

Experience of managing

significant change