Spares Sec Vacancy

Our Spares Secretary is standing down soon and we are seeking another volunteer to take over the role.

Join the committee now, get a handover from the current Spares Secretary, and be involved in planning and implementing future changes.

Role of Spares Sec

The role of Spares Secretary includes:

• Overseeing the Club Spare Parts operation
  • From home mostly, with
  • Visits to the Spares dept near Wotton Underwood, Bucks
• Leading on Club Spares policy
• Liaison with manufacturers & suppliers
• Re-ordering of new stock to replenish levels
• Working with Treasurer to manage spares costs & prices
• Overall supervision of those dealing with orders
• Ensuring database content is up to date & items correctly described
• Managing receipt of goods & quality control
• Arranging Open Days at Club Spares – 2 per year with support from other volunteers

The post is voluntary unpaid. Mileage allowance at Club rate

Learning Curve

You will not be expected to have a detailed knowledge of the range of parts that fit the models covered, which are Austins 10 to 28hp from 1931-39. There are members on and off committee with car technical expertise who can advise. Over time you will learn what parts the Club stocks, and what it does not, from the database of stock, procurement & sales.

To assist your re-ordering of parts there are specifications, drawings and past orders, and Austin Parts Lists of specific models, held at the Spares Dept. The outgoing Spares Sec will be able to advise.

Spares procurement contract & payment are split between Spares Sec (requirement approval) and Treasurer (financial approval). Treasurer will advise on procedures.

Database

The Spares Department has a database to manage sales, procurement, stock levels and payments. It is linked to the Club website to enable and encourage orders online. Among car clubs that provide spares services ATDC was a pioneer in online sales. This database has the potential to greatly assist with managing spares by providing reports on sales, purchases, costs, pricing and re-ordering reminders. So far its potential has not been unleashed.

Training on the database will be provided by arrangement with the Club’s computer service provider and you do not have to be a computer “techie” to use it. But a familiarity with databases and what they can do will be useful. The database also includes Club Regalia (clothing) books & publications: Spares Sec is not responsible for stocking these items, though may be asked to assist.

Spares Strategy & Plans

As announced at the AGM, the committee has started a review of the future of the spares operation. Anyone taking Spares Sec role now will be closely involved in this review and, in due course, implementing it.

Committee

The Spares Sec is a member of the club committee, and so a director of the company limited by guarantee - ATDC Ltd. As such you will share responsibility for running the club with the other committee members.

Meetings via Zoom or at the Spares site. Approx 6 to 8 meeting in a year.

Individual Required

Experience - ideally someone who done this kind of work or similar: supervising others, buying & selling, dealing with suppliers & customers. Useful - experience of managing change.

Personality – able to work well with others, communicate clearly, manage own time effectively. A common-sense approach to tasks & problems, able to break large ones down into “doable” chunks. Pragmatic: able to distinguish “desirable” from “possible” and understand the difference between “urgent” and “important”. Confidence in own abilities without arrogance. Willingness to explore options, but not use as excuse to put-off decisions. Get satisfaction from a job well done. Able & willing to learn from experience.

Situation – realistically if live within a commutable range of the spares site to minimize time in travel. Ideally someone who is willing and able to be flexible in time given to the task. It may require more time – at the beginning while learning the ropes and later during any changes – than the current Spares Sec can give to it.

Length of Service

No set period. The committee is elected / re-elected each year at the AGM in Spring. For continuity, especially at a time of planned change, a commitment of say between 3 to 5 years would be best for the Club. But personal circumstances may change or you may find the role is not what you expected and need to bail out earlier.

Contact for more information

Email sparessec@austintendriversclub.com

Or for a chat with the Spares Sec see phone No. on inside front cover of ATDC monthly magazine.