Hall Administrator
| Posting date: | 14 June 2024 |
|---|---|
| Salary: | £6,956.25 per year |
| Hours: | Part time |
| Closing date: | 30 June 2024 |
| Location: | North Finchley, North London |
| Remote working: | Hybrid - work remotely up to 2 days per week |
| Company: | Christ Church North Finchley |
| Job type: | Permanent |
| Job reference: |
Summary
Schedule: 2hrs a day 10.00 – 12.00 Monday to Friday (10 hrs a week) Hours are negotiable
Location: Mon, Wed, Fri Church office Christ Church North Finchley;
Tues & Thurs from home. NB in office days are flexible.
The Stephens Hall is a local community hall in North Finchley, owned and managed by Christ Church North Finchley. The building is used by the church and is rented out to local businesses, community groups and residents who use its three halls for a wide range of activities including community groups, children's clubs and sports/dance groups.
The church is advertising for a local person to be a part-time hall administrative assistant responsible for being the main point of contact for the hall, managing hall bookings, dealing with hall finances including invoicing users, attracting and promoting the hall to new & prospective users and responding to hall related queries.
The Hall Manager and Church Administrator will be a main point of contact and support for the administrative assistant. [The hall manager supervises the work of the hall cleaner, oversees the halls and opens and locks the hall for occasional users. The Church administrator deals with all things related to church administration]. The Christ Church PCC employs all staff.
Responsibilities
1. Being the main point of contact for hall users, helping them make the best of use of the halls by:
Responding to client emails and sending out communications on behalf of Hall management.
Responding to phone calls from clients appropriately.
Reviewing hall-related mail, and taking action as appropriate.
2. Administering hall bookings by:
Maintaining the online calendars for each of the halls, entering the time slots of regular and ad-hoc users
Monitoring the hall heating, setting it for bookings and ensuring rooms are kept at the appropriate temperatures for the specified activity taking place. [This can be done remotely]
Keeping a summary schedule as an aid to colleagues.
Maintaining the user key list, adding new users and undertaking checks of key users when required.
Liaising with the hall manager to arrange for the opening and closing of the hall.
Preparing and checking the annual renewal of contracts as required; collecting, checking, and storing key client documents (Insurance, Safeguarding Policies, DBS details etc).
3. Dealing with invoicing and the hall finances by:
Preparing and issuing monthly invoices to clients using the online accounts package.
Issuing invoices to one-off users and collecting their money before their event.
Using bank statements to check payments by users and following up on unpaid invoices.
Passing bills onto the Church Administrator to ensure prompt payment.
Provide information to the Church Treasurer as required.
4. Attracting and promoting the hall to prospective users and recruiting new users by:
Responding to potential clients, in a timely way, who contact by email, phone or by one of the advertising sites used, and liaising with colleagues to arrange visits to the halls by prospective clients as needed.
Issuing the user information sheet and discussing the client’s suitability with Hall management, and gathering further information including key client documents (Insurance, Safeguarding Policies, DBS details etc)
Preparing hire agreements for Hall management and once agreed, issuing as a pdf, the agreement to the prospective client, liaising with colleagues to arrange for client to meet and sign the agreement and for keys to be handed over and signed for.
Storing all documents in relevant shared folders and updating the key log detailing customer details.
Dealing with one-off bookings, liaising with the hall manager and church members about opening, closing and cleaning arrangements for the hall.
Liaising with colleagues to monitor the use of the halls.
Administering the hall accounts on venue websites, amending text, and uploading new photos.
Researching potential groups that might become clients, use appropriate media to promote the hall to potential new clients.
Preparing text and photos and when appropriate adding these to the website.
5. Other responsibilities
Work within the Church’s safeguarding policies and procedures and be prepared to attend safeguarding training
Work within the Church’s health and safety policies and procedures and report any matters of health and safety they become aware of to the appropriate people.
Liaising with the Church Administrator to monitor and manage the maintenance of the halls, when risk assessments are needed, or contractors need to be on site to carry out regular servicing of machinery and repairs.
Undertake additional tasks appropriate to the role, from time to time.
Person Specification
We are ideally looking for someone who has administrative experience. A base level qualification in administration would be desirable. Experience of working with a variety of people from all walks of life is also desirable.
Although the role will require much solitary work, the person must have team working skills as this is an important part of this role. Clear communication skills are essential. Good time management and organisational skills are required.
The person must be able to proactively build relationships with users, colleagues and contacts. The person will work in conjunction with the vicar and church members so will need to be able to work in harmony with our Christian ethos.
Familiarity with standard office software (Word,Excel,etc) is required and someone willing to learn new systems. The person must be computer literate and have used a variety of software and programmes in the past. They must be willing to undergo induction training for any new software you may need to use.We are looking for someone who is self motivated, a good communicator, level headed and not easily perturbed.
The person must be able to work in the UK.
If you're interested please submit a CV and cover letter.
Location: Mon, Wed, Fri Church office Christ Church North Finchley;
Tues & Thurs from home. NB in office days are flexible.
The Stephens Hall is a local community hall in North Finchley, owned and managed by Christ Church North Finchley. The building is used by the church and is rented out to local businesses, community groups and residents who use its three halls for a wide range of activities including community groups, children's clubs and sports/dance groups.
The church is advertising for a local person to be a part-time hall administrative assistant responsible for being the main point of contact for the hall, managing hall bookings, dealing with hall finances including invoicing users, attracting and promoting the hall to new & prospective users and responding to hall related queries.
The Hall Manager and Church Administrator will be a main point of contact and support for the administrative assistant. [The hall manager supervises the work of the hall cleaner, oversees the halls and opens and locks the hall for occasional users. The Church administrator deals with all things related to church administration]. The Christ Church PCC employs all staff.
Responsibilities
1. Being the main point of contact for hall users, helping them make the best of use of the halls by:
Responding to client emails and sending out communications on behalf of Hall management.
Responding to phone calls from clients appropriately.
Reviewing hall-related mail, and taking action as appropriate.
2. Administering hall bookings by:
Maintaining the online calendars for each of the halls, entering the time slots of regular and ad-hoc users
Monitoring the hall heating, setting it for bookings and ensuring rooms are kept at the appropriate temperatures for the specified activity taking place. [This can be done remotely]
Keeping a summary schedule as an aid to colleagues.
Maintaining the user key list, adding new users and undertaking checks of key users when required.
Liaising with the hall manager to arrange for the opening and closing of the hall.
Preparing and checking the annual renewal of contracts as required; collecting, checking, and storing key client documents (Insurance, Safeguarding Policies, DBS details etc).
3. Dealing with invoicing and the hall finances by:
Preparing and issuing monthly invoices to clients using the online accounts package.
Issuing invoices to one-off users and collecting their money before their event.
Using bank statements to check payments by users and following up on unpaid invoices.
Passing bills onto the Church Administrator to ensure prompt payment.
Provide information to the Church Treasurer as required.
4. Attracting and promoting the hall to prospective users and recruiting new users by:
Responding to potential clients, in a timely way, who contact by email, phone or by one of the advertising sites used, and liaising with colleagues to arrange visits to the halls by prospective clients as needed.
Issuing the user information sheet and discussing the client’s suitability with Hall management, and gathering further information including key client documents (Insurance, Safeguarding Policies, DBS details etc)
Preparing hire agreements for Hall management and once agreed, issuing as a pdf, the agreement to the prospective client, liaising with colleagues to arrange for client to meet and sign the agreement and for keys to be handed over and signed for.
Storing all documents in relevant shared folders and updating the key log detailing customer details.
Dealing with one-off bookings, liaising with the hall manager and church members about opening, closing and cleaning arrangements for the hall.
Liaising with colleagues to monitor the use of the halls.
Administering the hall accounts on venue websites, amending text, and uploading new photos.
Researching potential groups that might become clients, use appropriate media to promote the hall to potential new clients.
Preparing text and photos and when appropriate adding these to the website.
5. Other responsibilities
Work within the Church’s safeguarding policies and procedures and be prepared to attend safeguarding training
Work within the Church’s health and safety policies and procedures and report any matters of health and safety they become aware of to the appropriate people.
Liaising with the Church Administrator to monitor and manage the maintenance of the halls, when risk assessments are needed, or contractors need to be on site to carry out regular servicing of machinery and repairs.
Undertake additional tasks appropriate to the role, from time to time.
Person Specification
We are ideally looking for someone who has administrative experience. A base level qualification in administration would be desirable. Experience of working with a variety of people from all walks of life is also desirable.
Although the role will require much solitary work, the person must have team working skills as this is an important part of this role. Clear communication skills are essential. Good time management and organisational skills are required.
The person must be able to proactively build relationships with users, colleagues and contacts. The person will work in conjunction with the vicar and church members so will need to be able to work in harmony with our Christian ethos.
Familiarity with standard office software (Word,Excel,etc) is required and someone willing to learn new systems. The person must be computer literate and have used a variety of software and programmes in the past. They must be willing to undergo induction training for any new software you may need to use.We are looking for someone who is self motivated, a good communicator, level headed and not easily perturbed.
The person must be able to work in the UK.
If you're interested please submit a CV and cover letter.