Village Hall Manager

East Horsley Village Hall was built in 1989 and was a great success. In 2000, to meet the growing demand for its’ facilities, the Millennium Extension was built to create an additional large meeting space, office for East Horsley Parish Council and flatfor a resident caretaker. The village hall is believed to be one of the largest village community complexes in the UK with more than 50,000 visitors each year. Please visit the website for further information about the hall.

If you would like to be part of the small team that looks after the Village Hall and believe you have the skills and experience to ensure the smooth and efficient operation of the Village Hall for the benefit of hirers, this may be the perfect role for you.It is a very varied role and below are the main responsibilities and tasks that would be part of your new role:
**Managing the hire of the Hall**
- Check the bank account on a daily basis to check for payments of hirers’ invoices, and issue receipts for payments via Hallmaster
- Keep a record of when invoices are due for payment, and follow up on any overdue invoices to ensure payments are made in accordance with the Terms and Conditions of Hire
- Where payments are made by cheque pay these into the bank (at least on a weekly basis), and issue receipts via Hallmaster
- Produce reports from Hallmaster as required, and ensure all information on Hallmaster is up to date, especially in relation to hire charges, maximum numbers per room, and the terms and conditions of hire
- Show potential hirers around the Hall if they request a visit, and establish and maintain good relationships with all hirers, assisting them with any queries or issues they may have, and dealing with any complaints or problems with hires that may arisefrom time to time
- Keep a record of hirers’ storage and issue hirers with annual invoices for their storage
- Maintain a record of hirers’ furniture and AV requirements, and when necessary provide instruction on the use of the hall’s sound and lighting systems in the caretaker’s absence
- For hirers who run groups involving children, keep a copy of the hirer’s Safeguarding Policy on file and a record of the name of their Safeguarding Officer
- Keep information on Hall Notice Boards up to date, and provide information to the Hall’s website provider to ensure the website is kept up to date

**Property management**
- Be familiar with operating the intruder and fire alarms and the CCTV system, and, through the caretaker, organise routine servicing and safety checks for the fire alarm, fire extinguishers, emergency lighting, intruder alarm, portable and fixed electricalappliances and gas appliances
- Check contracts for utilities, telephone/broadband and other service arrangements to ensure they meet the Hall’s needs at the best available prices
- Ensure adherence to the Hall’s Health & Safety policies and procedures, and inform the Health and Safety subcommittee immediately of any incident which has led, or may lead, to injury to any person using the Hall
- Place orders for equipment, materials, furnishings and furniture as required, seeking Trustee approval for such expenditure where necessary
- Liaise with the House Sub Committee Chairman repairs and maintenance issues, including checking work undertaken by an external contractor to confirm this has been carried out as specified, before issuing payment.

**Supervising the Caretaker**
- Liaise with the Caretaker on a daily/weekly basis as appropriate and to ensure access to te building for hirers, cleanliness of the premises, availability of cleaning equipment and materials, arrangements for hirers and all aspects of facilities management.

**Financial matters**
- Check that all bills received for purchases and works undertaken are correct, and ensure timely payment by initiating payments in the bank account and requesting secondary authorisation from the designated signatories
- Set up and process expenses claims
- Record and submit monthly electricity, gas and water meter readings
- Invoice the caretaker for gas and electricity usage on a monthly basis
- Invoice PC and GBC for utilities re the public toilets and changing rooms on a quarterly basis
- Provide financial information/paperwork to the external bookkeeper as required on a monthly basis.

**Liaison with Trustees**
- Liaise with the designated Trustee as the day-to-day point of contact, and with other Trustees as necessary, according to their different roles and responsibilities (these are set out in a separate document available from the Chairman)
- Attend Management Committee meetings, providing a report on hall usage and any issues with hires, as required
- Assist the HR committee with the recruitment, appointment and performance review processes for the caretaker

Perform any other appropriate duties as may be requested by the Trustees from time to time.

This is a part-time role - 22.5 hours per week, 9am until 1:30pm, Monday to Friday. Additional hours may required at peak times.