Job Description

ROLE:

Bookings Administrator

REPORTS TO:

Centre Operations Manager

MAIN PLACE OF WORK:

Moulton Community Centre - Sandy Hill, Reedings, Moulton, Northants, NN3 7AX

Role Purpose

To be the first point of contact for all users of the community centre, providing a warm, courteous, and professional experience at all times. You will uphold high standards of customer service, ensuring that all visitors feel welcome and supported during their time at the centre. To deliver accurate and efficient administrative support, with particular attention to detail in managing room bookings and customer communications. To ensure the smooth running of daily operations by supporting both front-of-house and back-office tasks with initiative, professionalism, and discretion. To communicate effectively with members of the public, hirers, staff, contractors, and council representatives, both in person and through written and telephone correspondence.

Key Duties & Responsibilities

Customer Service & Front Desk

Provide a friendly, welcoming, and professional reception service for all visitors. Keep centre information, noticeboards, and promotional materials up to date and well displayed. Promote centre activities, services, and upcoming events to encourage community engagement. Assist with the set-up of rooms and equipment for hirers, including providing IT and AV support where needed.

Bookings & Administration

Manage all facility and room bookings with accuracy using the centre's computerised booking system. Respond to booking enquiries via telephone, email, and in person in a prompt and professional manner. Create and issue invoices, process payments, and maintain accurate financial and booking records. Liaise with caretaking staff to ensure spaces are clean, safe, and fully prepared for hirers. Maintain and update customer records, ensuring all data is handled securely and confidentially. Assist in maintaining the centre's website and social media pages with current booking and service information. Enhance hospitality offerings to add value to centre events, private functions, and regular bookings.

Operational Support & Centre Maintenance

Report any maintenance, repair, or health and safety concerns to the Centre Operations Manager promptly. Monitor compliance with health and safety procedures and support in maintaining up-to-date risk assessments and insurance documentation. Assist with the coordination and delivery of community events and centre activities.

Additional Duties

Attend training sessions, workshops, or meetings relevant to the role as required by the council. Undertake any additional reasonable duties as directed by the council or Centre Operations Manager. Uphold confidentiality standards and declare any potential conflicts of interest as required.

Financial Management & Reporting

Assist with overseeing the financial performance of both buildings, including budget tracking and income generation. Provide accurate, timely financial data and reports as requested by the Executive Officer or Finance Committee.
This job description reflects the major tasks to be carried out by the post holder and identifies a level of responsibility at which they will be required to work. In the interests of effective working, the major tasks may be reviewed from time to time to reflect changing needs and circumstances. Such reviews and any consequential changes will be carried out in consultation with the post holder.

Job Types: Part-time, Permanent

Pay: From 18,000.00 per year

Expected hours: No more than 25 per week

Benefits:

Company pension Free parking On-site parking
Work Location: In person