Email: hbt.community.centre@gmail.com

Job Description for Bookings Manager

The purpose of this post is to manage and administer bookings for the Hurstbourne Tarrant Community Centre using the Hallmaster online booking system.

Anticipated to be up a maximum of up to eight hours per week working flexibly but must provide a high quality and timely customer service

Remuneration: fixed fee of £4,000 per annum.

The Bookings Manager is to be self-employed and proof of self employment status is to be provided.

Responsible to: The Hurstbourne Tarrant Community Centre CIO Bookings Trustee

Good local knowledge of the Hurstbourne Tarrant community would be beneficial as would experience of working in a similar administrative environment. The applicant should be hardworking, trustworthy and numerate, have good communication skills, be flexible, and ideally, be competent with Google mail and Microsoft Office.

Full training will be provided in the use of Hallmaster system and the management of Hurstbourne Tarrant Community Centre bookings

A pre-configured Windows 10 laptop will be loaned to the Bookings Manager. A Wi-Fi or wired internet connection is required.

The Bookings Manager is to inform the Bookings Trustee when they are not available (e.g. personal holidays, other commitments) so that temporary cover can be arranged

To manage the online booking process using the Hallmaster system from receipt of a request, booking confirmation, invoice preparation and booking completion

To liaise and communicate efficiently by email in response to booking enquiries and with regular and one-off hirers of the Community Centre, and with other local organisations (Pastrow Benefice, School) to ensure that the Community Centre car park is fully available for Community Centre hirers

To liaise with the Trustee responsible for managing volunteers who host planning and viewing visits to the Community Centre by hirers, and the Bookings Trustee and the Treasurer concerning bookings and monetary matters including invoices, deposits and refunds

To be familiar the Community Centre’s Terms and Conditions, the Notes and Guidance for hiring and the facilities available for hire

There is flexibility on working times. New booking enquiries and Hallmaster work items should, whenever possible, be actioned within 24 hours so as to maintain a high quality and timely customer service

The position is subject to a three month probationary period

Hours worked and the fixed fee is subject to a three month joint review with the Bookings Trustee