Club Administrator

2 weeks ago

Bridge of Allan, Stirling, United Kingdom Bridge of Allan Sports Club Full time

Principal Purpose and Objective:


Working independently with on-the-job training to contribute, as part of a team, to the effective and efficient delivery of a high quality responsive administrative role.

Ensures proper flow of office/reception procedures and supports the Committee in carrying out common office duties.

Maintains a positive and friendly Club image by acting as the first line of contact to visitors, members, and potential customers in person, online, and via telephone.

The job holder reflects the values of our Club.

Key Relations:

The Club Administrator reports to the Club Committee.

The Administrator will maintain close working relations with Committee members responsible for tennis, squash, events, grounds and premises & finance.


The Administrator with work within the Club Administration team to maintain the running of the Club and share the responsibilities and duties below.


Main Duties and Responsibilities:

This section provides detail of the main responsibilities. Individual tasks may be included. Note these are illustrative only and are not exhaustive.

The postholder will perform a broad range of administrative duties working flexibly as part of an administrative team supporting the Club and Committee

Duties will include:

  • Arranges contractor visits (joiner/plumber etc).
  • Manages reception area and looks after visitors.
  • Answers phone calls and deals with enquiries.
  • Drafts, formats, and prints relevant documents.
  • Interacts with the committee and carries out their requests.
  • Manages outgoing posts and records data on special deliveries.
  • Photocopies/scans/laminating and files appropriate documents as needed.
  • Updates Website calendar.
  • Block booking courts.
  • Updating Club Spark with coached classes and camps.
  • Cleaning/stocking toilets with paper/emptying bins.
  • To work closely with the other staff at the Club to ensure that the regular maintenance schedule is completed including health and safety requirements on behalf of the Committee.
  • The postholder may be required to lift and carry boxes of products, files etc.

Accounting & Finance:

  • Handles expenses and billing cycles.
  • Manages staff expense requests/petty cash.
  • Create invoices and ensure timely payment.
  • Assists with purchase orders.
  • Send monthly financial reports to the accountant the first week of every month. Follow up all documents received by a timely manner.
  • Reconcile weekly takings and make bank deposits weekly.

Membership

  • Give a tour of the Club for potential new members.
  • Setting up new memberships on all relevant systems.
  • Updating all systems with cancelled members.
  • Prepare a monthly report for the committee, identifying membership levels and categories.
  • Review lapsed members on ClubSpark.
  • Review Stripe and GoCardless payments monthly for any failed payments follow up with members to rectify.

Bar

  • Cover for bar from 10am 5:45pm weekdays, and 10am 5pm on a weekend shift.
  • Completing weekly bar takings spreadsheet.
  • Maintains stock lists and orders office/bar supplies as needed.
  • Maintaining stock levels in bar and vending machine.

Staffing

  • Maintaining bar staff
  • Hiring of staff when required
  • Organising staff rotas.
  • Maintain accurate records of staff holiday requests.

Knowledge and Skills:

  • Attention to detail.
  • Ability to work without supervision.
  • Time management skills.
  • Good communication and customer service skills.
  • Technical skills include knowledge of Microsoft office Programs.
  • Planning and Organisation Skills.
  • Ability to handle confidential information.
  • Ability to Multitask.
  • Flexibility over 7 days essential.
  • Ability to work under your own initiative.
  • Similar office experience is preferred.

Contracted hours and remuneration:

  • Job share with a 16hour contract flexible over 7 days.
  • Pay £12/hr
  • 6 month probationary period
  • Enrollment in NEST pension scheme
  • Accrue annual holidays entitlement on a prorata basis.

Job Type:
Part-time

Part-time hours: 16 per week

Salary:
£12.00 per hour

Expected hours: 16 per week

Ability to commute/relocate:

  • Bridge of Allan: reliably commute or plan to relocate before starting work (required)

Application question(s):

  • Do you have any holidays in the next 3 months? If yes please list below

Education:

  • GCSE or equivalent (preferred)

Experience:

  • Administrative: 1 year (preferred)

Language:

  • English (required)

Licence/Certification:

  • Driving Licence (preferred)

Work Location:
In person

Application deadline: 08/09/2023

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