The Milestone Centre is the community centre for Caversham Park Village with many social and sporting activities going on. We need a highly organised and calm person to help us co-ordinate bookings for us and oversee the day-to-day running of our charity on a part-time basis as part of a wider team.
This will mean dealing with customers, showing people around, cash handling, general office tasks and being one of our primary faces for the centre. As an all-round position, you will be dealing with many and various aspects of the charity’s operations, including the social club and bar.
Click here to apply.
Closing date for applications is Monday 5 May 2021.
For more information, please call Steve Bell on 0118 334 1040.
ROLES AND RESPONSIBILITIES/JOB DESCRIPTION
Role: OFFICE ADMINISTRATOR/RECEPTIONIST
Reports to: SECRETARY, CAVERSHAM PARK VILLAGE ASSOCIATION
Location: MILESTONE CENTRE
Version: 2, dated 1 March 2021
Caversham Park Village Association (CPVA) is a community association focussing primarily on the residents and environs of Caversham Park Village, a private housing development to the north of Reading built in the late 1960s. CPVA was formed on 1 December 1965 with the aim of creating a community centre and association.
The Milestone Centre opened in 1977 followed by two further buildings. Today, CPVA is a registered charity and provides a social centre with bar. Various other facilities are operated by sections within the association (e.g. squash, badminton, drama and bridge clubs) or external third parties that rent our rooms and buildings, including dance teachers and Reading Borough Council.
OVERALL ROLE PURPOSE
The key feature is to provide administrative functions to the Milestone Centre customers, be it in person, over the telephone, or via email/other electronic means. A large percentage of the role is to work within a team to carry out the many and various administrative duties to ensure the smooth running of the CPVA itself, its committees, officers and staff.
This is a very diverse administration role and offers the jobholder the opportunity to get involved in the many activities within CPVA and deal with a large number of different people and scenarios. As CPVA is a charitable organisation, a strong desire to serve the community is essential.
DUTIES AND ACCOUNTABILITIES
- Receive, acknowledge, and distribute all correspondence, electronic and paper.
- Complete and electronically mail bills, contracts, policies, invoices, and payments.
- Receive and respond to telephone calls, taking and distributing messages as appropriate. Making outgoing calls as required.
- Receive visitors and ensure appropriate assistance is given.
- Assist with routine booking enquiries, issue booking forms, confirm bookings, maintain records of bookings and invoice as appropriate for all bookings for all Association buildings.
- Liaise with caretaker, cleaning staff and social club on preparations for daily hall bookings and with groups using the Association’s buildings. Maintain electronic records of bookings to provide reports to Executive Committee and other interested parties. Invoice as appropriate in a timely manner and ensure payment and a non-refundable deposit in accordance with terms of the booking is collected.
- Working with colleagues, ensure that an inspection of rooms after a hire takes place, noting any damage and non-compliance of hire agreements, making appropriate deduction from refundable deposit.
- Maintain records of staff, including holiday, pension and sickness records, contact details and completing payroll paperwork and timesheets.
- Maintain membership records, process new applications and renewals.
- Maintain and update filing, inventory, mailing and database systems primarily using electronic systems to move towards a paperless office where possible.
- Prepare meeting agendas and attend meetings as and when required. Record, transcribe, file and distribute minutes in a timely manner.
- Maintain health and safety records and schedule regular maintenance of equipment and replenishment of first aid boxes.
- Carry out necessary checks on refrigerator and freezer temperatures on all appliances in all buildings and maintain electronic records.
- Maintain inventory and order materials, supplies and services. Assist bar manager in receiving and checking deliveries. Checking stocks of supplies in all three of our buildings.
- Working with the bookkeeper, prepare document such as invoices and bill processing.
- Organise all statutory licences and ensure validity.
Accountancy and Online Accounting Tasks:
- Prepare payroll and payslips for Association and Social Club staff. Review and approve timesheets and prepare weekly signing sheets for wages for Social Club staff.
- Assist with the preparation and despatch of invoices for all hirers and Association sections and chase late payment if needed.
- Process income for the Social Club. Cash up bar takings on a daily basis on Mondays to Fridays (excluding public holidays) and empty gaming machines on a weekly basis. Ensure cover for Saturdays, Sundays and public holidays for cashing up bar takings.
- Empty squash token meters, return tokens to the bar and ensure funds for sold tokens are accounted for.
- Bank all funds for Social Club at least weekly into the Post Office in Emmer Green and other funds weekly into Barclays Bank. Ensure maintenance of floats and petty cash, obtaining change from the Post Office as necessary.
- Process and prepare documents such as business or Government forms and expense reports.
SKILLS AND EXPERIENCE/KEY COMPETENCIES
- Strong interpersonal and customer service skills, telephone manner and high standard of written and electronic correspondence.
- Professional personal image conforming to a smart casual dress standard.
- Excellent organisation skills, ability to work well within a team as well as independently. Always able to assess and prioritise workload effectively.
- Good understanding of Microsoft Office products, particularly Microsoft Word, Microsoft PowerPoint, Microsoft Teams and Microsoft Excel. Microsoft Access experience is desirable but not necessary.
- In depth knowledge of e-mail and instant messaging and team collaboration software, specifically Microsoft Outlook and Microsoft Teams.
- Willingness to learn new systems and utilise existing tools for research and reporting purposes.
- Work within a paperless office structure to reduce paper usage and allow electronic collaboration with colleagues.
- Good working knowledge of Xero or other online accountancy package.
- Numeracy skills sufficient for handling cash, preparing payments and electronic funds transfers.
- Understanding of debit, credit and online card payments and their processing requirements.
- Ability to scan, organise and classify written and electronic materials for storage and retrieval.
- Work within, understand and promote an Equal Opportunities working environment.
- Understanding of Health and Safety guidelines.