Quaker House Co-ordinator

Quaker House Co-ordinator– Job Description

Purpose of the Post:

To provide administrative support to hirers of the Quaker House, to maintain the high standard of cleanliness and order of the facilities.

Specific responsibilities:

Have knowledge of how to maintain and create new bookings on Hallmaster system and ensure room hire bookings are up to date.  Liaise with Manager as necessary.  IT literacy is necessary, you are required to have the technical skills to be able to work across excel, word and to approach working with online banking or online booking systems.  Ability to familiarise yourself and illustrate to clients the use of the projector facility and address basic technical concerns.

Cover room hire booking role when Manager absent from work (eg. during annual leave cover).

Follow-up enquiries whether made by telephone, email or in person, leaving details for the Manager to follow up requests when necessary.

Show hirers around Quaker House as required, this can be during the day or evenings and is on mainly weekdays,

Maintain and develop positive relations with room hirers through prompt, accurate and sensitive handling of enquiries, suggestions or concerns in person, one the phone or via email.

Receive and pay in hire fees, record transactions as per established system.  Update

accounts from transactions as required.

Programme door entry codes (App on phone) for new clients and show new clients how to use the door codes.

Verify rooms are in a good state for hirers (eg layout, cleanliness, equipment and lighting are in good condition and working). When in the Quaker House, check the rooms are left in a good state. Report any problems or issues to the Manager to enable follow up with the clients who last used the room

Be responsible for Health & Safety matters and ensure checks and records are completed according to the schedule and kept up to date. Ensure any maintenance work required complies with Health & Safety policies and procedures, and schedule is up to date.

Maintain good lines of communication with the Quaker House Manager and the Finance & Premises Committee.

Liaise with the Manager on a regular basis about the administration of the Quaker House and any work-related issues that arise.

Provide brief reports and logs via email to the Manager and the Finance, Premises & Management Committee as required. Clean rooms (vacuum, mop, clean surfaces, toilets) at appropriate times when required.  There is a cleaner who is onsite once a week, however cleaning might be necessary to maintain standards.   Keep garden free from litter.

Act in accordance with agreed policies, code of practice and legal responsibility.