Hiring: Part Time Office Administrator

Managing Business Streams (40%)

Room Hire

• Publicity: website, other web pages, newsletter, newspapers, social media

• Customer management

  • Maintaining relationships with long standing room hire customers

  • Taking meetings to organise room hire, including leading site tours

  • Responding to all email requests for room hire

• Managing the Room Hire calendar

• Managing our room hire partner accounts

• Being available where required to shift working hours to be onsite for bookings

• Maintaining our data system with customer / invoice information

• Invoicing for bookings

• Managing bookings on the ground

  • Preparing rooms for hire and closing up after bookings

  • Preparing refreshments for hires where necessary

  • Liaising with colleagues to cover bookings where required

• Assisting with organising major events

  • Managing pricing, catering, entertainment

Corporate Volunteering

• Customer management

  • Maintaining relationships with long standing corporate volunteering customers

  • Taking calls, zoom meetings, and in person meetings to organise corporate volunteering, including site tours

  • Responding to email requests for volunteering

• Managing the Corporate Volunteering subcategory of the Google Calendar including vital customer details for each booking

• Managing the Calthorpe account on the Team London website

• Maintaining the Income google sheet with customer / invoice information

• Invoicing for volunteering sessions and chasing up where necessary

• Liaising sessions on the ground with garden staff

  • Opening up rooms

  • Ensuring there are teas/coffees/biscuits available on arrival

  • Being on-hand 30mins before sessions to welcome volunteers

  • Clearing up/closing up after sessions

  • Liaising with colleagues to cover bookings where required

General (20%)

• To cover for other members of the team and division as necessary.

• Being proactive in reviewing and evaluating own performance and identifying and acting upon areas for improvement and development.

• Undertaking, as required, any other duties compatible with the level and nature of the post and/or reasonably required by more senior members of staff

• Taking an equal share of CCG site and office maintenance, upkeep and operations

• Attend and participate in Trustee and team meetings and other meetings as required.

• Management of the public email account

• Support social media officer/volunteer with material such as posters, photographs from volunteering sessions  

• Responding to in-person enquiries at the office (this will be shared by all staff)

• Answering the office phone during allocated hours, responding to general enquiries, taking messages from the answer machine and action responses