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 Share will be considered
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
1. To work in a co-operative manner with the other staff, to ensure clear communication and handover of tasks to complete.
2. With the Administrator: Finance to ensure continuity and accuracy between the bookings management system, invoicing and credit control.
3. To carry out general administrative tasks of data input, including some finance, answering phone, word-processing, printing and photocopying,
4. To assist the Centre Manager to carry out planned and routine administrative tasks and project work
5. To greet, welcome and assist visitors to the Centre, directing them to organisations, classes or meetings in the Centre as appropriate
6. To respond appropriately to enquiries via phone, email or in person
7. 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
8. To ensure that there is a sufficient supply of all required forms and stationery, reporting such needs to the Centre Manager
9. 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.
10. To set up rooms for meetings or classes – this will require moving of tables, chairs
11. To set up booked equipment for meetings audio-visual equipment
12. To recruit and train volunteer reception and admin staff and to support them in conjunction with the Administrator: Finance
Bookings Management Responsibilities
13. 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
14. 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
15. 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
16. To supervise the work of volunteers in specific relation to bookings, room set up/take down and catering
17. Undertake any other duties as requested by the Centre Manager.
Other Duties
18. Locking and unlocking of the Centre as required and to cover sickness or absence of other staff this will be by prior arrangement with the Centre Manager
19. To assist the Chair of Trustees in the smooth running of the centre at times when Centre Manager is absent 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
20. 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
21. Experience of communicating using email
22. Experience of working in a customer-focused setting
23. Excellent communication skills – both written and verbal
24. A commitment to customer service and a polite, welcoming and friendly persona
25. Sense of humour and flexible approach
26. Experience in team working, and able to liaise with a diverse range of people
27. A commitment to community run services and to providing equality of opportunity
28. Confident, able to work under pressure and work on own initiative
29. Deal with multiple tasks often with frequent interruptions and able to prioritise work and demands
Education and Training
30. Educated to a reasonable standard – although formal qualifications are not specified
31. Good computer skills
Other
32. Able to work occasional evenings and week-ends with notice
33. Consent to DBS vetting procedures under the ‘Safeguarding of Vulnerable Groups’ Act 2006
34. Physical ability to set up rooms – to move tables and chairs
Desirable skills and experience
35. Experience of bookkeeping and financial systems Sage, Xero or Quickbooks
36. 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