Job Description
Job Title: Administration Assistant
Responsible to: Centre Manager
Job Description: To assist with the effective day to day running of the office and the operations
of the Centre, by fulfilling administrative and customer related duties.
Principal accountabilities:
1. Receptionist:
· To be a first point of contact at the Centre when visitors first arrive.
· To give information about our different services to any visitors.
· To answer any phone enquiries and take bookings for customers.
· Ensure that the office and reception area is kept presentable to the public at all times.
2. To process LOPC bookings:
· To be responsible for processing the booking paperwork relating to bookings.
· Ensuring that the bookings are recorded accurately on the timetable.
· Effectively monitor that payments are received by set deadlines.
· To assist the Bookings coordinator when necessary.
3. Emails, Website and Social Media:
· To respond to any emails via our website or to the enquiries email address.
· To update our Social Media pages as and when required.
· To use our online booking system and assist customers in its use.
4. Administration:
· To support the centre’s operations by accurately recording, collating and processing data relating to users, groups, finances and other records.
· To ensure that consent forms and booking forms are accurately filed and ready for use.
· To archive completed paperwork in line with Centre procedures.
5. To deliver high standards of customer service:
· Ensure that LOPC maintains high levels of customer care towards LOPC customers at all times.
· Ensure that storage of information about centre users, staff or volunteers is in accordance with best practice of the Data Protection Act 1998.
6. To support the Activate Coordinator & Holiday Scheme Coordinator:
· Support the effective administration of bookings, payments and the database for the after school club and holiday schemes.
7. Other Tasks
• Assist with daily cashing up duties and with subsequent accurate record keeping.
• Assist the Treasurer where necessary with the input of financial data into spreadsheets to maintain accurate and up to date records.
• Act as Duty Officer when needed, adhering to the Duty Officer procedures when opening or locking up, and dealing with clients, centre users and visitors.
• To work in conjunction with the Business Administrator and cover duties when necessary.
• Any other reasonable duties that may be requested by the Centre Manager or Board of Trustees.
Hours: 38 hours per week, flexible time subject to agreement with the Centre Manager. The Centre operates 7 days a week. You will work on a Rota alongside the business administrator to complement each other’s hours.
Annual Leave: 20 days (excluding bank holidays, timing subject to agreement with the Centre Manager)
February 2016