Information and Application Pack for
Front of House Administrator (20 hours)
Job Title: Front of House Administrator (part time)
Contract Period: 6 months initially, possibility to extend to permanent with review of weekly hours
(Subject to successful completion of 3 months probationary period)
Hours: 20 hours
Salary: £12 per hour
Pension Scheme: Employer contribution
Holiday entitlement: Pro-rated 28 days (including Bank Holidays)
Based: St Paul’s, Hills Road, Cambridge, CB2 1JP
Closing date: 2 May 2017
Interview date: 9 May 2017
Section 1: Notes on Application Process
Please read these notes carefully, they will help you to provide us with all the information we need to consider your application.
There are four sections to this form comprising 15 pages as follows:
Section 1: Notes on the Application Process
Section 2: Job Specification
Section 3: Application Form and Declarations
Section 4: Equal Opportunities Monitoring Form and
St Paul’s Policy on Employing People with a Criminal Record
Completing the application form
All sections of the form must be completed for us to be able to assess your application, if a section is not relevant, please put ‘not applicable’. Once complete, you should return all pages by the closing date advertised. Applicants are asked not to attach a CV to their submitted application form, or to enclose copies of references.
If we wish to progress your application further, you will be contacted by phone or letter advising you of the next stage of the selection process. As we are a small organisation, we do not have the resources to inform all applicants who are not shortlisted. If you have not heard from us within two weeks of the closing date, regrettably you have not been selected for interview.
Information required on application
We require you to give us the details of referees covering your last 2 years of employment. They will need to be able to give their opinion as to your suitability for the role in question. All successful applicants need to provide a reference from their current or last employer. Referees must be professional and appropriate to the position applied for although for school or college leavers, an academic reference would be suitable.
We are unable to accept a reference from a family member or personal friend.
References will be requested automatically after a conditional verbal job offer has been accepted.
Please contact us if you think this might be an issue but still want to apply.
The interview process
If you are being invited for interview, you will be contacted in writing to give you details of the date, time and venue for the interview.
You will be required to sign a hard copy of your application form at the interview.
Disclosure and Barring Service (DBS) Checks
All staff and clergy at St Paul’s are required to undergo an enhanced DBS check.
A job offer will be subject to a satisfactory DBS check (please also see our policy
on employing people with a criminal record).
Submitting Your Application
Please complete Section 3 (Application Form) and Section 4 (Equal Ops monitoring form) and send these to:
The Office
St Paul’s
Hills Road
Cambridge
CB2 1JP
Or via email to:
, and CC’ed to
Thank you for the interest you have shown in this position, we look forward to receiving your completed application.
SECTION 2: Job Specification
St Paul’s Front of House Administrator (20 hrs per week)
1. BACKGROUND INFORMATION ABOUT THE ROLE
St Paul’s is open seven days a week. The building itself is a resource to the local community, enabling community groups and a range of programme activities that bring people together. These include hospitality meals, toddler groups, exercise classes for the elderly, teaching cooking skills.
St Paul’s has an open door policy encouraging an all are welcome, all feel safe ethos. The footfall of St Paul’s is almost 2,000 visits per week. This provides us with an opportunity to offer a welcome to visitors and to respond to the varied requests and challenges we encounter each day. This newly created role is therefore people-focused. Each week St Paul’s hosts local schools, community and resident groups, local businesses, homeless people, parents and toddlers, foreign language students, cultural and multi-faith events etc.
Inclusivity and hospitality are at the heart of St Paul’s and each week we offer the following hospitality meals:
- Sunday evening meal as part of the homeless project
- Monday evening simple supper which is open to anyone
- Thursday lunch for people with mental health and disabilities
- Friday lunch for elderly people
The role requires IT and administration skills as the post will also be responsible for managing day-to-day bookings responding to potential users of the building calling in ‘on spec’. Effective communication with the rest of the staff team and key volunteers will be an ongoing requirement.
2. MAIN RESPONSIBILITIES
i. WELCOME
- Welcoming people as being the first point of contact for people as they enter the building.
- Taking phone calls and responding to messages and queries.
- Co-ordinating and liaising with Centre Manager, staff team and volunteers to ensure there is a presence in the building Monday to Friday from 9am to 6pm. The post-holder is responsible for overseeing the weekly rota.
- Training and mentoring the volunteer team in their welcoming role.
- Supervising and supporting volunteers when they are in the building (9am to 6pm each week).
- Keeping foyer, notice boards, posters, flyers tidy and up-to-date.
- Ensuring the outside of the building is safe and presentable.
ii. BOOKINGS
- Taking bookings and managing the day-to-day electronic bookings system.
- Liaising with users of the building and on hand to meet the practical needs for room bookings (e.g. setting up rooms, projector etc).
- Managing the limited storage space in the building.
iii. OTHER RESPONSIBILITES
- Responding flexibly to the myriad and often unexpended demands of each day.
- There will be some physical work involved in lifting tables and chairs depending on booking requirements.
3. PERSON SPECIFICATION
Skills and Experience
- Administration skills (well organised, methodical, able to plan and prioritise)
- IT literate (Microsoft Office, social media etc)
- Able to use an electronic booking system
- Able to deal with the general public, responding appropriately to a wide range of problems and requests
- Creative approach to problem solving and able to use initiative
- Skilled at being able to communicate effectively responding to a range of people from different backgrounds and with a variety of needs
Personal qualities and other requirements
- Able to lead, work well and communicate appropriately within in a team
- Warm, friendly, welcoming and personable
- Ability to demonstrate non-threatening and assertive communication skills (i.e. able to work with people with mental health problems and disabilities, homeless people and occasionally people behaving in an anti-social or aggressive manner)
- Creative and flexible approach to problem solving and conflict resolution; able to deal with challenging people and situations
- Shares the values and inclusive ethos of St Paul’s
- Trustworthy, reliable and punctual
4. ACCOUNTABILITY
The role will be supervised through regular supervision meetings as follows:
- Centre Manager (Marion Zalay) for bookings and buildings related responsibilities
- Community Worker (Jon Canessa) for ‘Programme’ and community related activities
Attendance at monthly Programme Group meetings and fortnightly staff meetings will be also required. Occasionally, attendance at other meetings such as PCC meetings may be required.
5. KEY RELATIONSHIPS
You will need to develop appropriate relationships of trust with the following individuals and groups:
Members of the St Paul’s congregation
Groups/individuals wishing to book St Paul’s
Local schools and businesses
Local residents associations
Local charities and regular users of the building
Homeless people
Local PCSOs (Police Community Support Officers)
People requesting to speak to the vicar
6. SALARY AND HOURS
Hours are paid as follows:
£12 per hour x 20 hours per week with pension scheme
Typically the hours will be 2pm to 6pm weekdays which is in line with the rota we operate to ensure we have a presence in the building throughout the day:
- 9am to 2pm – existing staff and volunteers present
- 2pm to 6pm – Front of House Administrator present
- 6pm to close – community groups then responsible for access to the building
However, there may be occasional mornings or weekend hours depending on the rota.
Annual leave is 28 days per year pro-rated (i.e. 20 days of annual leave plus bank holidays all pro-rated).
6. CONTRACT OF EMPLOYMENT
The role is initially a fixed term 6 month contract. However, we are looking to make the position permanent in the future.
Section 3: Application Form and Declarations
Please complete all sections of this form:
Name:Address:
Post code: Mobile Number:
Email address
1. Education and Training
School / College / Institute etc / Subject studied / Qualifications gained
2. Employment History
Current/last employer
From / To / Name of Employer/Position Held / Reason for leavingPrevious employment including voluntary work
From / To / Name of Employer/Position Held / Reason for leaving
3. Interests and hobbies
4. Supporting Your Application
Your application form plays an essential part in our choosing the right person for this position. Your application is the only source of information that will inform the recruiting manager whether to short list you for an interview.
In the information supplied to you about this job you will find a job description and person specification. The person specification identifies the experience, skills, personal attributes and, where appropriate, qualifications which form the selection criteria for this post. Please use the space below in order to advise us as to how you meet these selection criteria, giving concise examples of how you have used these skills and knowledge in previous situations. You may attach further sheets if necessary. It is important for you to provide the recruiting manager with as much relevant information as possible as assumptions will not be made.
Do you have access to transportation? YES/NO
5. Have you ever been convicted of a criminal offence? YES/NO
If YES, please give details of any criminal convictions (with dates) in the space below.
Because of the nature of the work for which you are applying, this post is exempt from the provision of Section 4 (2) of the Rehabilitation of Offenders Act 1974 by virtue of the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975.
Applicants are, therefore, not entitled to withhold information about convictions which for other purposes are ‘spent’ under the provisions of the Act and, in the event of employment any failure to disclose such convictions could result in dismissal or disciplinary action by the organisation. Any information given will be completely confidential and will be considered only in relation to an application for the position to which the order applies.
6. Referees
Please include your present employer (or most recent). If you do not want your referees to be approached without your prior consent, please tick the appropriate box.
1. 2.
Please do not contact without consent Please do not contact without consent
7. Declaration
I hereby declare that the particulars I have given on this form are correct. Any falsification will give cause for dismissal.
Signature: …………………………………………………………..
Date: …………………………………………………………..
Section 4: Equal Opportunities Monitoring Form
Post applied for: ......
Date: ......
St Paul’s is committed to a policy of opportunity for all in employment. The information
below will be treated as confidential. This form will be kept separate from the
application form and the information will not be made available to the people
involved in short listing applicants or to members of the interview panel.
To monitor the effectiveness of the equal opportunities policy and for no other reason,
please identify for each question the group which you feel most accurately describes you.
V
Thank you for your cooperation in completing this form. The information that you have supplied will be used to produce statistics. This form will then be destroyed.
All data is held in accordance with the Data Protection Act 1998.
Please submit this form in a separate envelope marked ‘Equal Opportunities Monitoring’.
St Paul’s policy on employing people with a criminal record
St Paul’s aims to promote equality of opportunity with the right mix of talent, skills and potential. St Paul’s welcomes applications from diverse candidates. Criminal records will be taken into account for recruitment purposes, only where the conviction is relevant. Unless the nature of the work demands it, applicants will not be asked to disclose convictions which are 'spent'. This is in line with the Rehabilitation of Offenders Act 1974.
St Paul’s meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act 1974. As a Regulated Activity Provider all applicants who are offered employment into a regulated post will be subject to a Disclosure and Barring Service record check by the Disclosure and Barring Service before an appointment is confirmed. The DBS enhanced disclosure will include details of cautions, reprimands or final warnings, as well as convictions. Having a ‘spent’ or 'unspent' conviction will not necessarily bar applicants from employment. This will depend on the circumstances, background and nature of the offence(s). However, St Paul’s will not employ anyone in a regulated position who is currently barred, or who is later found to be barred, from working with either children or vulnerable adults.
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