Association Management

Association Management Companies (AMC) provide management expertise and specialised administrative services to associations and professional societies.  Many associations are unable to have a staffed, permanent office which manages the association, its members and committees.   Using the services of an AMC offers a cost effective solution to this problem.

Each association is different and we offer a flexible service that can be tailored to the specific requirements of your Association.  Our complete Association Management (Secretariat) Service includes:

• Corporate Governance
• Financial Management
• Committee Administration
• Membership Administration
• Communications
• General Administration

Corporate Governance

OIT can assist well structured associations or newly established societies and provides advice and guidance on structural and governance options.  OIT can assist you to prepare/amend your association’s memorandum and articles of association, Companies House/Charity Commission registration and Trustees Packs.  OIT offers advice on the role and legal responsibilities of trustees and ensures the timely distribution of committee agendas and papers, proxy notices etc. and if necessary, can assist you to prepare resolutions. 

 Corporate governance advice is provided by OIT and external legal advice sought and co-ordinated where appropriate.

We are also able to provide an Executive Director/Company Secretary so
that your association meets all legal requirements.  Our service includes:

• General corporate governance
• Strategic review and strategic plan development
• Management consultancy
• Succession planning

Financial management

The financial management of an association is often the most daunting of tasks carried out by volunteer trustees.  OIT offers a complete financial service which includes:

• Preparation of financial reports and annual budgets
• Production of management and end of year accounts
• Issuing invoices, processing payments and receipts
• Collection of membership dues
• Bank reconciliation, inter account transfers
• Investment, tax and VAT advice
• Liaison with external auditors to produce audited accounts
• Developing fundraising strategies

Committee Administration

OIT offers a committee administration service that allows committee members to concentrate on association business safe in the knowledge that their committee will be serviced correctly and that committee decisions will be implemented.  Our service includes:

• Convening meetings in accordance with the Association’s constitution and statutory requirements
• Preparation of committee agendas
• Timely distribution of committee papers
• Proxy administration
• Writing of minutes
• Follow through of actions arising and drafting of related correspondence
• Meeting logistics

Membership Administration

Looking after members and their requirements is key to the success of an Association. OIT, as part of a membership organisation itself, fully understands the need to ensure that members receive a high level of service and feel part of the organisation.  We use sophisticated IT systems and our service includes:

• Developing and maintaining a membership database
• Handling annual membership subscriptions
• Everyday assistance to members
• Response to general inquiries
• Member benefit development
• Developing member recruitment campaigns

Communications

Whether your priority is to keep members abreast of key activities, raise awareness for your profession or highlight the issues facing your association to a wider audience, OIT is able to develop a communications strategy that will meet your needs.  Our service includes:

• Brand development
• Development and implementation of marketing strategies
• Website design and maintenance
• Newsletters and member updates
• Targeted communications via e-bulletins and mailings
• Raising awareness through PR and media relations
• Public affairs and advocacy
• Design and production of Association publications

General Administration

Our flexible service allows you to address all aspects of your Association and this may include assistance with additional activities including:

• Administrative support to volunteers
• Developing new programmes and activities
• Learned journal administration
• Developing accreditation systems
• Developing educational programmes
• Managing awards/travel grant schemes
• Managing special interest groups
• Coordinating student groups

Should you require further information on any of these events, please do not hesitate to contact us