Administrator (Bookings) - Exeter Community Centre Trust Ltd
- Multiple Locations
- Full Time
- £23,811 per annum
Employed by: Exeter Community Centre Trust (ECCT). Reg. Charity reg no. 1135162
Accountable to: Centre Manager and through him to Trustee Board of Exeter Community Centre Trust
Supervision and Support: Centre Manager
Job Purpose
The post-holder will play a key role in ensuring the smooth running of the busy Exeter Community Centre. Working closely with the Administrator: Finance, Centre Manager and volunteer workforce, the post holder will help to ensure that Exeter Community Centre is a vibrant, well-run managed facility for local residents, tenants, those booking centre space and other centre users and to ensure that the premises are secure and that the building and surrounds are well maintained and comply with current Health & Safety Legislation.
The Post holder will be expected to observe safe working practices in carrying out the required duties and ensure that instructions specified by technical consultants, contractors and manufacturers are adhered to and to ensure compliance with the Trust’s Health and Safety and other relevant policies.
Main duties and responsibilities
General Administration
- To work in a co-operative manner with the other staff, to ensure clear communication and handover of tasks to complete.
- With the Administrator: Finance to ensure continuity and accuracy between the bookings management system, invoicing and credit control.
- To carry out general administrative tasks of data input, including some finance, answering phone, word-processing, printing and photocopying,
- To assist the Centre Manager to carry out planned and routine administrative tasks and project work
- To greet, welcome and assist visitors to the Centre, directing them to organisations, classes or meetings in the Centre as appropriate
- To respond appropriately to enquiries via phone, email or in person
- To keep clear records of enquiries and to process them as appropriate or pass these to relevant officers of the Centre or to other organisations as appropriate
- To ensure that there is a sufficient supply of all required forms and stationery, reporting such needs to the Centre Manager
- To assist tenants and those booking rooms in matters relating to their visitors accessing the Centre via Reception, bulk printing or photocopying as required for tenants or members of the public.
- To set up rooms for meetings or classes – n.b. this will require moving of tables, chairs
- To set up booked equipment for meetings e.g. audio-visual equipment
- To recruit and train volunteer reception and admin staff and to support them in conjunction with the Administrator: Finance
Bookings Management Responsibilities
- To process enquiries and bookings of rooms via the Centre’s Bookings Management System on computer or via paper system as required ensuring that all parts of the bookings process have been correctly completed and includes checking work related to any bookings that have been carried out by volunteer staff
- To check with the Administrator: Finance that exports from the Bookings Management System to Sage Finance system are accurate and errors are rectified in a timely manner
- To ensure catering orders are raised in accordance with customer requirements and to liaise with the cafe proprietors regarding catering requirements. room locations and timings
- To supervise the work of volunteers in specific relation to bookings, room set up/take down and catering
- Undertake any other duties as requested by the Centre Manager.
Other Duties
- Locking and unlocking of the Centre as required and to cover sickness or absence of other staff n.b. this will be by prior arrangement with the Centre Manager
- To assist the Chair of Trustees in the smooth running of the centre at times when Centre Manager is absent i.e. annual leave/sickness, ensuring that any matters of concern are reported to the Chair.
Person Specification
Personal qualities of the post holder are important: the post holder will need a strong commitment to aims and ethos of the Centre. The post holder will also need to be self-reliant, energetic and able to prioritise activities.
Essential Experience, Skills, Abilities and Attitudes
- Word-processing skills – confident and accurate with using computers, using Office software, including Word, Outlook and Excel. Training will be given on the in-house bookings management and task tracking systems
- Experience of communicating using email
- Experience of working in a customer-focused setting
- Excellent communication skills – both written and verbal
- A commitment to customer service and a polite, welcoming and friendly persona
- Sense of humour and flexible approach
- Experience in team working, and able to liaise with a diverse range of people
- A commitment to community run services and to providing equality of opportunity
- Confident, able to work under pressure and work on own initiative
- Deal with multiple tasks often with frequent interruptions and able to prioritise work and demands
Education and Training
- Educated to a reasonable standard – although formal qualifications are not specified
- Good computer skills
Other
- Able to work occasional evenings and week-ends with notice
- Consent to DBS vetting procedures under the ‘Safeguarding of Vulnerable Groups’ Act 2006
- Physical ability to set up rooms – to move tables and chairs
Desirable skills and experience
- Experience of bookkeeping and financial systems e.g. Sage, Xero or Quickbooks
- Experience of setting up audio-visual equipment – although training will be given.
Please complete the attached application form, complete the Personal Statement on Page 3 and the declaration at the bottom of page 2 and then email it to Exeter Community Centre Trust centremanager@eccentre.org
Job Details
- OrganisationOther Organisations
- Work LocationExeterDevon
- Work Postcode
EX4 3RG
- Reference
AC5289
- Occupational GroupAdministrative, Secretarial & Office Support
- Salary Details
£23,811 per annum
- Job TermPermanent
- Appointment TypeFull Time
- Hours
37.5 hours per week (usually Monday - Friday) (evenings and some weekend work may be required for which time in lieu will be taken or additional hours will be paid)
- Closing Date
26/06/2025
- DBS Check Required
Yes