Following the retirement of our current Bookings Secretary, we are currently recruiting a BOOKING CO-ORDINATOR for Adastra Hall.
Hours: c. 4 per week, £15 per hour. Split as: c.30 minutes per day, Monday – Friday or 45 minutes per day, Monday, Wednesday, Friday. Some days there are no bookings or enquiries so flexibility is key. PLUS, attendance at monthly hall management meeting (2 hours) plus 1 hour per month reports / updating tracker. Checking the mobile ‘phone each day for messages, and having it on each evening as first line emergency contact (rare).
The role includes 28 days’ paid holiday (pro-rata) per annum, including bank holidays.
The person we are looking for: Computer literate, a good communicator who is local to Hassocks. Able to work on their own initiative, and on their own either from home or our office, and is confident and personable. Understands what good customer service looks like, and who can create relationships with our regular hirers.
This role reports to Chris Hobbs, Chair of Adastra Hall Hassocks Community Association (Charitable Incorporated Organisation). Target start-date, June 2023.
As this role will be an employed position, the applicant must be able to demonstrate their ability to work in the UK. However, the committee would also be happy to consider applications from people who are currently self-employed who could demonstrate how this role could fit with others that they undertake today.
Responsibilities:
Daily / weekly
– Liaise with regular hirers to ensure their bookings are placed on to Hallmaster, at the right price. Maintain the paper diary of bookings.
– Deal with incoming booking enquiries and confirm availability to potential customers, vetting customers for suitability to hire the hall. Offer alternative date / room suggestions if the original booking request is not available.
– Raise invoices in our system and ensure that all bookings are paid for ahead of the hire.
– Follow up each casual hirer with a short survey asking them for their feedback on the hire experience.
– Create a weekly diary of hires for the greeter, highlighting any new bookings.
Monthly
– Run the invoice creation process (around 15th of each month)
– Provide a list to the bookings greeter of casual hirers who need to be met, and a list of bookings to the cleaners for the forward month detailing sessions which need to be cleaned.
-Update the monthly bookings / revenue tracker
– Create the “last hirers” list that is published in the lobby, and ensure that this is displayed on the 1st day of each month.
Ad-Hoc
– Issue keys to new regular hirers and ensure the register of keyholders is kept up to date.
– Keep track of commercial hirer evidence of insurance.
Report any issues to the Chair / Maintenance lead that arise from any hirer feedback
– Deputise for the Meeter / Greeter in her absence (for which additional attendance will be paid)
IF YOU WOULD LIKE TO APPLY FOR THIS ROLE, please send your CV and a covering letter to chair@adastrahall.com by the closing date, Friday 2nd June.