Vacancy for a Hall Administrator

Hours: Up to 30 hours per month

Salary: £16/hour on a self-employed basis. Flexibility to work irregular hours as some weekend/evening work may be required.

Closing date: 22nd October 12 noon

Applicants should send a CV and covering letter explaining how they meet the person specification to management@freshfordvillagehall.co.uk

Job background & purpose:

Freshford Village Memorial Hall is a busy, thriving community hall at the heart of Freshford and Limpley Stoke communities. It is host to Freshford Preschool, as well as a diverse range of community groups, classes and events, as well as being regularly hired out for private functions such as wedding receptions, wakes, and parties.

The hall is managed by a voluntary Management Committee of Trustees supported on a day-to-day basis by a self-employed administrator and a cleaner. 

Role description

Hall bookings

• Provide help, advice and support to hirers via email and phone, including arranging hall viewings and providing information on facilities.

• Approve online booking requests for ad-hoc bookings. Direct phone enquiries to the website where possible to complete the online booking form. Keep the online booking calendar up to date.

• Communicate with existing and new block bookers. Agree next period’s bookings before start of term, manage clashes, update bookings on the online calendar. Provide block bookers with any updates to the standard conditions of hire and booking fees.

• Ensure the heating is set appropriately for all bookings on the online calendar.

• Promote unused booking slots to new and existing hirers to ensure the Hall is well-used.

Health and safety

• Carry out monthly test of emergency lights and carbon monoxide detectors, and annual 3 hour test of emergency lights in December referring any issues to Health and Safety representative on the Management committee for action.

• Check Fire Safety log monthly and follow up any reported problems with support of Health and Safety representative on the Management committee.

• Check First Aid box monthly and replenish as necessary.

• Book annual service of fire extinguishers (Summer holidays)

• Book annual service of fire alarm system (July)

• Advise the committee of any defects, suggestions for improvement or complaints raised by users, keeping a log of any issues raised and resulting actions.

Finance

• Maintain accounts electronically via Excel and online banking. The Hall is considering transitioning to an online accounting package (eg Xero) for the 2026 financial year.

• Reconcile bank statements with the accounts monthly for review by the Treasurer.

• Prepare monthly and year-end accounts for review by the Treasurer.

• Administer the Hall’s PayPal account, which is used for invoicing and payments of ad hoc bookings.

• Invoice block bookers and any other hirers paying outside of the PayPal account.

• Send reminders to hirers when payments are overdue.

• Prepare bank payments against invoices or other payment requests for online approval by the Treasurer or another Trustee.

• Maintain digital records of receipts, invoices, and approvals

• Ensure proper documentation for charity finance compliance

• Comply with the Hall’s internal financial controls and policies to manage risk.

Housekeeping

• Inspect the Hall after large parties and similar events where a security deposit is retained.

• Order housekeeping and cleaning materials for the Hall (eg toilet roll, paper towels, bin bags etc)

• Manage the Hall cleaners, monitoring the adequacy of cleans, and booking in extra post-event cleans.

Promotion and advertising

• Update the Hall’s website as needed (Google Sites)

• Actively promote the hall for a variety of uses, using social media and other online forums.

Support to the Management Committee

• Attend routine and other meetings of the Committee to report on areas of responsibility.

• Take the Minutes of the Management Committee meeting for approval by the trustees.

Person Specification

Skills and abilities

Essential

• Experience of office & financial management in a small organisation or business

• Very computer literate with good, working knowledge of Word and Excel.

• Experience of day-to-day financial book-keeping

• Excellent communication and interpersonal skills

• Confident and able to work on own initiative with limited management

Preferable

• Experience of, or willingness to learn to use an online accounting system such as Xero, if the Trustees decide to adopt this approach to book-keeping.

• Experience of managing services or buildings

• Experience of managing content on websites and social media

• Experience of working with volunteers within a community environment

• Knowledge & experience of the Freshford and Limpley Stoke area

• Able to work flexible hours/days prioritising needs of hall administration