Office Administrator
4 months ago
**Bournemouth Heart Club**
**JOB TITLE**: Office Administrator
**LOCATION**: Bournemouth Heart Club - UHD, Castle Lane East
**REPORTS TO**: General Manager
**TERMS AND CONDITIONS OF EMPLOYMENT**: As set out in the letter of appointment
**JOB PURPOSE**: To support and assist the General Manager’s in the effective and efficient day to day running of the Bournemouth Heart Club (BHC). Responsible as the principal pot holder to maintain all records of BHC securely, in current and good order.
Deal with the members of the BHC, the general public and any other third parties to ensure the smooth and efficient running of the BHC. Assist the Chairman and the Trustees in the discharge of their duties. Set up, create, advertise and promote fund raising activities throughout the region and acting as the main presenter on behalf of the BHC. Publicising the BHC’s main aims and objectives at such events. Organising the specific venues and insurance cover, as well as investigating and providing Risk Assessments and any Health and Safety requirements, as required.
At all times act in the best interests and promotion of the BHC, its staff and members. To take responsibility for the setting of objectives, appraisal and general progress of all the administration staff. To administer, operate, edit and generally maintain the BHC website.
**MAIN DUTIES**:
1. In conjunction with the members of the fundraising committee, Chairman, Trustees and
General Manager to research fundraising opportunities through the BHC membership and external sources throughout the region.
2. To be responsible as the Principal Records Post Holder to maintain all records of BHC securely, in current and good order. Maintain all filing (whether electronic or otherwise) on a regular and strictly confidential basis and holding it secure in accordance with current Data
Protection Legislation.
3. Ensure policy and procedures and productivity standards are met.
5. Support the General Manager’s in operating facilities for exercise, counselling and related educational sessions to ensure the best use of resources, including appropriate class allocation and integration of new members.
6. Provide monthly spreadsheet analytical attendance reports covering BHC members exercise sessions and attendance.
7. To identify, develop & implement any business process improvements to streamline the running of the club or that are necessary to support new offerings to Club Members.
8. To maintain & develop any management reporting requirements of the General Managers or Trustees.
9. Ensure prompt dissemination of up to date information to all staff members by physical and electronic means.
10. Produce publicity material, newsletters, brochures as and when required.
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Office Administrator March 23 V1
11. Ensure compliance with Charity Commissioners, Data Commissioners and other regulatory authorities.
12. Comply and enforce BHC rules and Standing Orders.
13. As soon as possible, notify the General Managers of any complaint received.
14. As instructed by the General Managers, produce full and detailed individual reports relating to financial, equipment and budget matters.
15. Along with the General Managers, provide and maintain an accurate Fixed Assets List
Management operation for the Chairman and the Trustees.
16. By liaison with the General Managers, assist in ensuring the safe and adequate maintenance of all equipment throughout the BHC.
17. As instructed by the General Managers, assume all responsibility for daily financial transactions together with the security and safe keeping of any cash.
18. Report any disciplinary matters or grievances to the General Managers to deal with such matters.
19. Liaise with the General Managers relating to any staff disciplinary matters.
**BUILDING**:
1. Ensure if first to arrive that the BHC building alarm is correctly switched off.
2. Ensure building is adequately staffed when open.
3. Ensure building is fully secure and alarm set when closed.
4. Keep all keys to building secure and to only have keys cut when necessary by appropriate locksmiths.
5. Ensure BHC is kept clean and tide at all times in all areas.
6. Carry out daily inspections of building and car parks and to report any defects to the appropriate professionals for their action.
7. With the authority of the General Managers be responsible for recruiting, interviewing and the appointment of staff, issuing approved contracts and job descriptions.
**MEMBERS**:
1. Ensure that all new members have been medically referred, joined to an introduction class and all the BHC rules of entry have bene correctly adhered to.
2. Ensure new members are introduced safely into the exercise regime and decide the availability of classes in conjunction with the approval of the General Managers, opening new classes when required.
3. Collect and maintain annual subscription details of members.
4. Maintain accurate computerised car park records.
**HEALTH AND SA
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