"Stanton Marris Working Document"
Job Description OFFICE CO-ORDINATOR Salary - £22,500 Line Manager – Administration Co-ordinator A permanent position at Roots and Shoots, (subject to satisfactory performance and additional revenue generation from Hall Hire). Job Purpose: Administration of bookings and marketing of Events: To be fully responsible for organising the Conference Centre programme involving the hire of Roots and Shoots’ Hall and 2 Meeting Rooms to other voluntary and statutory organisations and ensure all stakeholders receive an excellent service. General administration: To be part of the administration team that supports and underpins Roots and Shoots activities. Front of house role: To be front of house in welcoming the many and varied visitors to our busy organisation and responding to the many queries and demands of the users of our services. Administration of Roots and Shoots financial records: To support the Accountant in the financial record keeping for Roots and Shoots in order to provide up to date financial updates to the Director and Trustees as required using QuickBooks. Specific responsibilities Responsible for the booking, co-ordinating and management of the needs of third parties hiring Roots and Shoots facilities for meetings, conferences, etc… Responsible for liaising with external caterers and support catering assistants as and when necessary. JD- OFFICE CO-ORDINATOR 1 Responsible for setting up the Hall and Meeting rooms including IT equipment, according to booking requirements, and ensuring this is put away securely. Responsible for ensuring facilities are of a consistent high standard eg. kitchen / toilets / hall / meeting rooms and liaising with support staff. Responsible for checking and updating Facebook/Twitter as appropriate. Responsible for promoting the use of Roots and Shoots facilities to help build awareness and keeping good contacts with past and potential users mainly from the voluntary and non-profit sector. Responsible for engaging with clients, ensuring they have the best experience using our venue; tracking clients feedback and responding to issues as and when they arise. Responsible for providing support secretarial services to the training staff and trainees as and when required. Front of House role: To be the first point of contact in the Office for the public, visitors and users. To facilitate communication systems within all departments, documenting messages, updating the diary and ensure all staff receive messages as appropriate. To actively support publicity for events, e.g. develop posters, press releases, updating website, in conjunction with staff involved. Financial Records: Responsible for inputting the financial information into QuickBooks finance system, to support the Accountant and Director. Responsible for all invoicing using QuickBooks relating to events / Hall Hire. Responsible for inputting budget information into QuickBooks and print off quarterly reports for the treasurer/ trustees. General responsibilities: To ensure the Health and Safety at work policy is adhered to at all times. To take part in the Trainees’ Supervision Rota during the day and lunch breaks as required. To attend staff meetings, to take part in the setting and implementing of rotas and timetables, to provide cover during Staff absences and generally support the smooth and efficient running of the Organisation. To carry out these responsibilities with due regard to the Equal Opportunities policy. To carry out any other task or responsibility which Roots and Shoots may reasonably require from time to time. Roots and Shoots JD- OFFICE CO-ORDINATOR 2 To cover the absence of members of the administration team. To actively take part in Roots and Shoots promotional activities i.e. Roots and Shoots Open Days – about 4 per year. Personal Specifications: o An aptitude for and experience of dealing positively with different types of people with warmth and enthusiasm. o Basic financial administrative experience – ideally using some form of financial software. o Proven ability to taking initiative and being able to manage an event or process from start to finish. o An interest and, ideally experience, in marketing. o Excellent administrative and organisational skills. o To enjoy working in a busy and rapidly changing and often challenging environment.. Desirable: Experience in working in the voluntary sector Ability to multi task Proven flexibility in attitude and capabilities. A basic knowledge of bookkeeping/accounts & use of QuickBooks software. st Qualified 1 Aider. Roots and Shoots JD- OFFICE CO-ORDINATOR 3