Service Coordinator - Westhill, United Kingdom - SensationALL

SensationALL

Verified Company

Westhill, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

SensationALL are expanding across the North East and we are looking for an additional Services Coordinator to join our Westhill based team.

SensationALL provide services, support, activities and social opportunities to individuals of all ages with any kind of support need or neurodiversity. We have venues in Westhill, Aberdeenshire and Rosemount, Aberdeen._

This job requires an organised and detail orientated approach, someone who can cope with a fast paced environment, juggle multiple tasks at once, and who considers themselves to be a bit of an excel pro

You will manage all administrative and booking processes as well as invoicing, but you will also act as the first point of contact to the Charity, and so you need to have an understanding and sympathetic ear too.

SensationALL are a modern and flexible employer, we offer a caring and fun work environment, but we expect all staff to be able to work autonomously and manage their workloads to a high standard.

Full job description can be found below.

A crucial role within the Charity, acting as key point of contact for all users and professionals who access our services as well as ownership and development of our data management, administrative processes, bookings, and invoicing.

This post also provides admin and planning support to the wider service team, working closely with our Service Team Leader.

Ownership, improvement and development of all administrative processes, data management and communication channels.

Owner and manager of our large database, adding new users, ensuring all information is collated correctly and recording footfall.
Prepare and populate attendance sheets for each term in advance.
Support the planning of each terms programme of activities.
Own and manage the organisations online diary and calendar ensuring it is updated with correct session, staff and hire information daily this includes managing rooms and events bookings.
Answer all calls promptly, supporting booking queries or passing to relevant team member.
Management of the organisation's switchboard.
Create and distribute invoices on receipt of signed proposals.
Create and distribute invoices upon booking confirmation.
Debt chasing as and when required, for example sending out overdue statements.
Monitor attendance numbers for the week ahead identify changes in trends and attendance numbers and flag to team.
Collect and input footfall data to produce monthly reports.
Ownership and coordination of all bookings, enquiry and waiting lists.
Work closely with the Service Team Leader in coordinating each terms programme of activities and advise on demand so we can plan to meet our waiting lists.
Maintain and ensure records and contact details are kept up to date.
Support feedback, monitoring and reporting

- creating and distributing Microsoft forms, feedback surveys and data collection.

Administer document control within department.
Comply with our strict GDPR and confidentiality policies.
Stock control of both stationery and staff uniforms.
Set up of refreshments ahead of meetings.
Work closely with the other Service Coordinator to ensure strong channels of communication between departments and that all admin aspects of activities, timetables, staff changes, and data management are upheld to a high standard.