Job Description

JOB DESCRIPTION

COMMUNITY CENTRE ADMINISTRATION OFFICER

Post Title:

Community Centre Administration Officer

Employed by:

Lyndhurst and District Community Association

Reporting to:

Chairman of the Trustees or other designated Line Manager

Responsible for:

Community Centre administration. Office duties relating to the work of the Association.

Hours:

14-24 hours per week to be negotiated. Additional holiday/sickness cover if required.

Location:

Lyndhurst Community Centre, Lyndhurst, Hampshire SO43 7NY

Commencing Salary:

14-16K part time, subject to experience.

Job Purpose:

The Administration Officer will play a key role in the operation and smooth running of the Community Centre. This post is one of two part time administration roles, enabling full weekly cover.

Working closely with the Executive Committee, other staff and local statutory, voluntary and commercial organisations, the Administration Officer will ensure that the Centre is a vibrant, well-managed facility operating for the benefit of local residents and organisations.

MAIN DUTIES and RESPONSIBILITIES

All responsibilities are expected to be shareable and cross skilled between either Administrator, with the exception of payroll. Administrators are also encouraged to delegate appropriate tasks to suitably skilled volunteers.

Staff and Trustees

1. Co-ordinate office staff rotas to ensure appropriate levels of Centre cover, including holiday periods. Liaise with Senior Caretaker to ensure caretaker cover.

2. Liaise between staff, volunteers, contractors and Centre customers to ensure the smooth running of the Centre and its activities.

3. Co-ordinate the activities of office volunteers to deliver services and improvements to the Centre and recognise their free gift of time. Identify any volunteer training needs.

4. Capture lessons learned (best practices) from any activity that you have been involved in and ensure this is passed on to trustees, staff and volunteers and incorporate this into working practices

5. Report important incidents, issues or opportunities by way of a briefing note to Trustee meetings and also attend if requested (if on duty that day).

6. Participate in staff meetings to capture and review live topics, ensure missing staff are informed via notes or face to face update.

Customer Services

Handle booking enquiries and ensure that enquirers are made aware of the full range of services offered by the Centre

Liaise with Centre users, staff and volunteers to ensure that customers receive good service and maximise hire income for the Centre

Feed news of forthcoming events to the Social Media Coordinator

Maximise efficiency through use of online booking system

Health and Safety

Ensure Centre hirers have a copy of the latest Centre procedures and have signed off their responsibilities under the terms and conditions and hold a current insurance policy where applicable.

Jointly with all colleagues and volunteers, ensure that practices to maintain our 5 Star kitchen rating are followed at all times.

Training

For all staff and volunteers:

Ensure that First Aid and Kitchen Hygiene Certificates are valid.

Identify further training needs.

General Administration Roles

1. General office duties and communication (emails, telephone, face to face).

2. Take room bookings.

3. Prepare weekly room booking schedules.

4. Keep accurate staff time sheets.

5. If required, administer wages schedule by producing a monthly payroll summary for six staff members for the Treasurer based on timesheets, rates of pay, holiday entitlement and sickness. Liaise with the payroll clerk. Issue payslips once received.

6. Undertake filing, both electronic and paper, on a regular basis and keep updated so they are easily accessible.

7. Maintain key log in conjunction with caretakers.

8. Cover front of house if there is no volunteer on duty.

9. Make up and display posters.

10. Update indoor and outdoor noticeboards.

11. Provide floor plans of fairs and other events for caretakers.

12. Provide monthly schedule of events to What's On editor.

13. Photocopying in house and for customers.

14. Ticket sales (eg Community Club lunch and film nights).

15. Organise staff meetings and take meeting notes.

16. Monitor CCTV cameras for untoward activity.

17. Ensure hirers' catering requirements are met by suggesting menus, finding catering volunteers, ascertain any food allergies from hirer and ensure caterers are aware and confident in meeting these requirements. Catering staff to produce an allergen list, produce a printed menu for the event and display with allergen chart.

18. Keep a live handover log in the office for all important information and live tasks to brief others working on different days.

19. Maintain volunteer rota and database

20. Maintain and update membership database.

21. Co-ordinate information for caretakers concerning room layouts and requirements.

22. Monitor and purchase tea, coffee, milk etc for kitchen.

Financial

1. Record financial transactions in conjunction with the Treasurer and other Admin staff, ensuring that all transactions are recorded promptly and accurately on the accounting system (SAGE).

2. Carry out financial administration of the Centre, including billing, processing premises maintenance invoices, Gift Aid claims and returns and reports to statutory bodies.

3. Be responsible for placing purchase orders for goods and services and check the Supplies Request Sheet to track price, quantity and delivery date from the suppliers.

4. Ensuring incoming invoices are justified, approved and paid in reasonable time.

5. Ensure day to day cash sales are recorded and cash secured in a locked cabinet in the Centre office including petty cash. Ensure safetransfer of cash to the bank.

6. Reconcile charity shop till takings, record Gift Aid reclaims.

7. Charge appropriate hire charges against current price list and ensure hirers are aware of terms and conditions of hire.

8. Produce sales invoices for room hire, catering and any ancillary items.

9. If required, liaise with the independent financial auditor on an annual basis to answer queries in relation to transactions. Provide proof of procedures being followed and recorded correctly. Amend any minor issues and refer to Treasurer.

10. On a weekly basis send reminders to customers who have not paid invoices, ensure bookings are managed appropriately for any who have not paid and report to Treasurer.

11. Issue invoices for advertisements in What's On and continuously maintain record of overdue payments for suspension of unpaid adverts.

Legal

Ensure that any services provided under licences are compatible with the terms of the licence e.g. sale of alcohol or live entertainment.

Obtain film night licences from Filmbank, report ticket sales to Filmbank after the showing and follow payment procedures through.

Liaise with the Chairman and Treasurer to ensure compliance with the reporting requirements of statutory bodies such as the Charities Commission, HMRC, licensing bodies such as New Forest District Council, the Performance Rights Society etc.

Ensure personal data on staff, volunteers and Centre users is stored safely in as few places as possible, is up to date and recorded in line with data protection legislation and good practice.

Centre Facilities

Ensure any problem areas of safety, cost or reliability in the Centre's facilities are drawn to the attention of line management.

Security and Emergencies

Whilst on duty at the Centre work closely with the Caretaker to ensure any emergencies are dealt with in a professional and timely manner using emergency services as required and appropriate.

_________________________________________________________________________

This sets out the main duties of the post which may vary from time to time without changing the general character of the post or the level of responsibility entailed. It is not exhaustive; the job holder is expected to carry out any reasonable duties prescribed by the Management Committee.

Job Type: Part-time

Pay: 14.06 per hour

Expected hours: 14 - 24 per week

Benefits:

Company pension Free parking On-site parking
Schedule:

Day shift Flexitime
Work Location: In person

Application deadline: 25/06/2025
Reference ID: AO 0625