Office and Bookings Administrator, Part Time (Bristol) Job Description
Salary:£9,120 - £10,416a year (full time equivalent £19,000 - £21,700 a year, working 37.5 hours a week) depending on skills and experience
Hours:Part time, working 18hours a week, between Monday and Friday (flexible according to business needs)
Location:Brunswick Court, Brunswick Square, Bristol, BS2 8PE
Closing date:9am Monday 13th November 2017
Interview:Tuesday 21st November 2017 held at Brunswick Court, Brunswick Square, Bristol, BS2 8PE
The Ethical Property Company
We are changing the way society benefits from property. We are one of the UK’s leading social businesses, managing a variety of workspaces including office, retail, meeting/event spaces as well as studios and educational spaces, that are used by some of the UK’s most influential and creative charities, not-for-profits, voluntary groups and small enterprises. In our 23 Centres across England, Scotland and Wales, we support approximately 1,000 organisations per year. We are proving that business can have a social impact, care for the environment and be profitable,
Each Centre is managed to a high environmental standard and we encourage the use of public transport and the sharing of resources wherever possible. Tenant contracts are flexible and transparent and we ensure that our processes and procedures are simple and efficient, allowing tenants to focus on their individual objectives.
While we are driven by social and environmental values, making a profit is an essential element of our business model. We pay a regular dividend to our shareholders and manage our Centres to increase their long-term value, with a view to attracting additional investment that will enable us to grow, and support more organisations.
We have ambitious plans for growth, aiming to at least double the size of our portfolio and impact by 2020. In order to achieve this we must ensure that we have the right people to enable us to expand whilst continuing to deliver a high standard of services to our customers.
Brunswick Court, Bristol (location of role)
It’s hard to miss our Brunswick Court Centre - a stunning Grade II listed building over-looking Brunswick Square in Bristol. This former Congregationalist Chapel provides spacious and well serviced Workspace to over a dozen organisations, just a stone’s throw from Bristol City Centre. The majority of the organisations in the Centre are charities, working in fields that include poverty, the environment, drug and alcohol rehabilitation, homelessness and many more.
As well as being steeped in history and retaining much of its Georgian character, being on the doorstep of St Pauls and Stokes Croft, Brunswick Court is the centre of a passionate and vibrant community. It is probably one of the most liberal parts of the country and the culture is one of tolerance and free expression; if you’re a fan of street art, you’re in the right place!
Our Commitment
We are committed to providing an enjoyable, relaxed and productive working environment. Equally, we expect that our employees are serious about the commitment they make to the company and their colleagues.
The Role
The Office andBookingsAdministrator plays an important role withinthe property management team for ourBristolproperties, as the main contactperson managing the bookings at our properties and property management contracts within Bristol, and working closely with the Regional Manager, Centre Manager and Property Manager.
Your line manager will be the Centre Manager. You will be based at Brunswick Court in Bristol, but also working with the central team in Oxford. Your duties will include, but not limited to:
General Administration
- Weekly checks of buildings; reporting on quality of cleaning, and any maintenance and health and safety issues
- Post room and photocopier management duties
- Attending the Center Management meetings to take the minutes of the meeting
- Assisting the Centre Manager in organising tenant events e.g. Bike Doctor sessions
- Assisting the Property Manager and centre in their duties, such as weekly fire alarm testing
- Covering in the office and acting as tenant liaison when the Property Manager and Centre Manager are out of office
- Managing the stationary and cleaning supplies
Bookings Administration
Day to day management of the bookings for our hired spaces from enquiry through to final payment including:
- Answering enquiries from bookers both via phone and email
- Updating and sending out booking documents via email
- Keeping the bookings calendar up to date
- Liaising with the Finance Team, based at Head Office (Oxford), to process payments including banking
- Meeting potential bookers for viewings
- Arrange collectionof keys and manage deposits
- Induct hirers on using halls including security and fire procedures
- Perform post-hire checks, return of keys/deposit cheque and report any damage to the Centre Manager
- Working with managers to review terms and processes
- Marketing of spaces via email and keeping information on EPC website up to date working closely with the Marketing Team, based at Head Office (Oxford)
Other responsibilitiesinclude
- You will be required to walk or cycle between buildings, often taking supplies with you
- Working to improve the services we provide to tenants and hirers
- Working to improve the company's social and environmental objectives
- Attending company-wide events such as the annual staff conference, induction days and training sessions
- Any other duties as commensurate with the post.
Person Specification
The person we are looking for will need:
- Good organisational skills and the ability to prioritise, multi-task and remain flexible
- Excellent communication skills
- Good problem-solver
- To be a team-player, trustworthy, personable and reliable
- A commitment to provide a good service to our tenants/hirers
- To maintain a professional standard of presentation and communication with colleagues and tenants at all times
- Be committed to social and environmental issues
- Have good IT skills, particularly Microsoft Office software
Contractual Details
This role is offered on a permanent part time contract with a three month probationary period.
The salary for the role is in the range of £9,120 - £10,416 a year, working 18 hours a week between Monday and Friday (full time equivalent £19,000 - £21,700 working 37.5 hours a week) depending on skills and experience.
Benefits include 25 days holiday entitlement pro-rata per annum, in addition to all public bank holidays. The company offers a 3% to 7% company contribution to a pension, a free company bicycle scheme with bicycle maintenance costs, childcare vouchers, season ticket loans, interest free personal loans, as well as other benefits.
Applications
Please visit our website to download the Application Pack, email your completed application with your CV to the stated closing date and time.
Important Information for Candidates
- We use the person specification to shortlist candidates. Ensure you make full use of section two of the Application Pack to identify how you meet the person specification.
- You must be eligible to work in the UK in order to apply for this role. We cannot support visas.
- Submit your Application Pack in the current Word document; we are unable to process applications in any other format. Applications received in the wrong format will not be accepted.
- Submit your CV in Word format also, we cannot administer PDF’s, or other formats.
- We do not accept applications from recruitment agencies.
- We do not use the equal opportunities form for shortlisting purposes, this is for our monitoring purposes only.
Contact Details
The Ethical Property Company, Old Music Hall, 106-108 Cowley Road, Oxford, OX4 1JE
T: 01865 207810 E:W:
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