JOB DESCRIPTION
Job Title: Casual Member Advisor
Department: Health & Fitness
Responsible to: Duty Managers
Location: YMCA Gym, Shakespeare Street
Hours: As and when required
Salary: £minimum wage
Job Purpose
· To ensure the smooth, timely and efficient administration of the health and fitness service and other programmes eg Holiday Camps, Employment programmes, Housing related programmes etc at Nottinghamshire YMCA
· To be responsible for the provision of a professional and friendly reception service at the Nottinghamshire YMCA Fitness Centre and to provide cover at the Shakespeare Street / International Community Centre Receptions as required
· To support the development of an organisational culture that puts our Christian Core Values – Caring, Honesty, Respect and Responsibility - at the centre.
1 Principal Responsibilities
1. To be responsible for the provision and delivery of an efficient and professional administration, data entry and reception service for the health and fitness service and other services and programmes at Nottinghamshire YMCA.
2. To train and support colleagues, temporary workers, apprentices and trainees to ensure their proficiency in reception and administrative duties
3. To ensure that outputs, statistics and other data are monitored accurately and reported efficiently in accordance with funding and other criteria.
4. To input member data and ensure accurate and efficient data management of the SDA Leisurepoint system and other monitoring systems.
5. To perform receptionist and administrative duties including making telephone calls, meeting and greeting members, customers and visitors, photocopying, dealing with enquires, booking appointments, booking places on programmes, taking messages, filing, booking and arranging meeting rooms, signing up new members, cash handling, invoicing and ordering stock and stationery.
6. To be responsible for ordering, supplying, monitoring and ensuring the safe return of staff uniforms and equipment as required.
7. To handle day to day correspondence, emails and telephone calls including sending out letters, emails and other information.
8. To represent and promote Nottinghamshire YMCA positively at all times including attendance at internal and external meetings.
General Responsibilities
1 Other Duties
To undertake any other specific duties and responsibilities as may be assigned by the immediate Line Manager or anyone else designated by the Chief Executive Officer, as necessary. To work in a flexible way to ensure that the workload is completed and to undertake any other jobs commensurate with the seniority of the post.
2 Discretion to Act
To exercise discretion in the performance of the duties of the post and to use best practice commensurate with the safety of clients and colleagues, and the effective and efficient use of resources.
Nothing in this Job Description is intended to authorise the post-holder to undertake responsibilities that belong properly to trustees and members of the Executive Management Team unless properly authorised to do so by the Chief Executive directly or through an appropriate Manager.
3 Relationships
To establish, maintain and enhance team-working with colleagues and staff of Nottinghamshire YMCA and to keep confidential all information about individuals and the business of Nottinghamshire YMCA. Any breach of confidentiality is extremely serious and may lead to dismissal
4 Personal Development
To play an active role in the development and implementation of your individual development plan.
5 Association Ethos
To support the Christian aims, objectives, ethos and core values of the Association. The Association is committed to equality of opportunity in recruitment, employment and service delivery and expects all staff to abide by our Equality and Diversity Policy.
6 Health and Safety
To adhere to the Association’s Health and Safety policies at all times.
Line Management Responsibility:
No direct line management responsibilities but the post holder will be expected to supervise temporary staff, apprentices, work experience trainees etc as required
PERSON SPECIFICATION
Please ensure that you address all the requirements marked with an “A”
in the final column as we will be looking for this information when Shortlisting
Job Title: Casual Member Advisor
Criteria / Requirements / *How AssessedExperience / 1.1 Demonstrable experience of working in an administrative role using Microsoft Word, Excel, Outlook and Access to high level in a busy work environment / A, I
1.2 Excellent customer service experience – dealing with enquiries and complaints face to face, in writing and over the telephone / A, I
1.3 Demonstrable experience of effective and accurate data management / A
Education /
Training /
Qualifications / 2.1 Good level of education (literacy, IT and numeracy) / A
2.2 Motivational Interviewing training (desirable) / A, I
2.3 Customer Care or Administration NVQ 2 or above (desirable)
Skills & Abilities / 3.1 Ability to work quickly with a high degree of accuracy / T
3.2 Ability to handle interruptions professionally and maintain concentration / A
3.3 Excellent and highly professional communication skills verbally(face to face and over the telephone) and in writing / A, I
3.4 Ability to work alone using own initiative and as part of a team / I
3.5 Ability to demonstrate excellent organisation, administrative and time management skills / A
3.6 Ability to work professionally with confidential and sensitive information and understanding of the data Protection Act / A, I
3.7 Flexible approach to work / I
Other work related requirements / 4.1 Ability to support the Christian core values of the Association / I
4.2 Willingness to undergo a satisfactory enhanced DBS check and register with the Update Service / D
4.3 Understanding of the needs of people from diverse cultural, social and racial backgrounds / A, I
4.5 Ability to work flexibly (hours could be between 6.30am and 10pm as required) / A, I
*When Assessed – (A) on Application form, (I) At Interview, (T) During Test, (D) From Documentary evidence e.g. references, qualifications (relevant qualifications will be checked at the interview stage), driving license etc
Nottinghamshire YMCA is committed to promoting diversity and practicing equality of opportunity
Nottinghamshire YMCA is committed to the protection of children and vulnerable adults
Nottinghamshire YMCA Page 1 of 4 July 2014
Member Advisor HR
Job Description/Person Specification