Facilities & Office Co-ordinator - London, United Kingdom - Crown & Manor Boys' Club

Description

Job specification for Facilities & Office Co-ordinator

• Crown & Manor Club is committed to ensuring that all job applicants and members of staff are treated equally and without discrimination because of any protected characteristic._

Job Purpose

• The Facilities & Office coordinator is one of the Club's leading staff professionals.
• Assisting the Club Management & Committees to ensure that the club meets its commitments to the Council/community/members.
• Responsible for supporting the efficient and compliant management of the club premises and systems.

Hours

• Monday to Friday

Salary - £15,500 + pension

Holidays - 30 days per annum with usual bank holidays (England & Wales) in addition.

Responsible to & reporting to the Crown & Manor Committee & the Club Management


Facilities & property management

• Act as a key holder and provide access to all maintenance staff and others involved in the Club.
• To provide access and oversee any thirdparty entities that lease or use the premises outside of club hours.
• To maintain record of all nonClub related people entering/using the building
• Oversee the contract cleaners to ensure that the premises and facilities are always clean and tidy.
• Support the DCM and Buildings Committee with
• Overseeing the maintenance of the Club's premises, including Flat
• Liaising with the club's agents and consultants and with those working for the landlord and its own agents
• Assisting with the selection and supervision of contractors
• Organising and implementing repairs and maintenance schedules, including the yearly property maintenance contract
• Helping to respond to alarms and other propertyrelated problems (leaks, breakdowns and similar)
• Supporting the "Energy Warden" to manage energy efficiency.

IT systems - support the DCM Manager in the website management & social media plan.

• Membership database management
• Website support
• Digitalisation and upkeep of all records
• System backup
• Telephone & photo copier system

Administration Management

• Maintain administrative systems that deliver outcomes based on the club's strategic plan.
• Digitalisation and maintenance of all Club records
• Membership database (GDPR compliant)
• Timely payment of bills
• Cash & cheque payments
• Maintain up to date DBS register for all staff and trustees.
• To obtain the necessary licences and permissions in a timely manner (under the direction of the DCM)
• Fire
• Health and Safety
• Insurance
• Any other such authorisations as required
• To maintain an uptodate asset register and other files and systems required to demonstrate compliance with legal requirements.
• Establish and use effective methods to review and improve administrative systems.

Trustee support

• To support the Chairman/Treasurer
• Identification and management of 3rd party entities' use of the Club outside of Club hours
• Oversee and manage the billing and collection of accounts receivable (as above)
• Gift Aid register
• Liaising with the agent and tenant for Flat
• Arranging meetings
• Implementation of cost efficiency plan
• To support the Fund-Raising Committee as required by the fundraising chair.
• Support the organisation of fundraising events.
• Maintain and centralise donation records (GDPR compliant)
• Arranging meetings
• Mail shot, Crown Circular (newsletter) and Annual Report distribution.
• To support the Buildings Committee
• Facilities Management
• Club premises maintenance, Flat 4 maintenance
• Arranging meetings
• Maintaining and monitoring schedules of work and other registers/records

Job Types:
Part-time, Permanent


Salary:
£15,500.00 per year


Benefits:

• Company pension

Schedule:

• Monday to Friday
• No weekends

Education:

• GCSE or equivalent (preferred)

Experience:

• Administrative experience: 2 years (preferred)

Ability to Commute:

• London (required)

Work Location:
In person