Job Summary
Edinburgh Quaker Meeting House are looking to recruit an Assistant Manager to join our managerial staffing team on a part time, permanent basis.
Duties include representing the Edinburgh Quaker Meeting House managerial team to both staff and visitors and providing a point of authority and responsibility whenever a Manager isn’t present, providing a friendly welcome for users of the building, and assisting the Managers with their administrative and financial duties
Responsibilities
Alongside, and in consultation with, the Manager(s) you will be expected to:
- Be a primary keyholder to the building and part of the emergency alarm response chain, sharing On Call responsibility with the Manager(s), Project Manager, and selected Quakers.
- Remotely support on-site staff when required, sharing On Call responsibility with the Manager(s) and Project Manager.
- Administrate our booking procedures including; handling enquiries, operating Hallmaster and online calendar systems, invoicing, organising catering, maintaining up-to-date records of booking statuses.
- Administrate our financial procedures including; recording of lettings receipts, setting up and authorizing payments, handling cash, assisting with monthly bookkeeping, being a signatory for the bank account, being responsible for a company debit card.
- Work with all members of the team to maintain clear communication and note taking throughout all aspects of the role.
- Help ensure the Meeting House catering facilities, room hire fees and other charges are optimised in line with budgets, including the keeping of appropriate records.
- Oversee stocktaking of items used within the building including; catering stock, reading materials and leaflets, cleaning supplies and administrative items.
- Be jointly responsible for annual, monthly & weekly maintenance schedules for all building systems and appliances, and keeping up to date records, sharing responsibility with the Manager(s) and other staff.
- Monitor the Meeting Houses’s website and online presence, including social media
Additionally, in the absence of the Manager(s):
- Ensure that the building is staffed at all times as required to meet the needs of hirers and other users, and to provide any necessary supervision to the staff.
- Be the main point of On Call contact.
General Responsibilities:
- Be a welcoming presence, greeting visitors to the Meeting House and attending to any reasonable requests and needs that they may have
- Prepare the Meeting House as appropriate for use by Quakers and other visitors and users who hire rooms and equipment.
- Monitor and respond to telephone and email enquiries.
- Attend and contribute to regular staff meetings and training sessions.
- Support the facilitation of the building’s use during the Edinburgh Festival Fringe every August.
- Facilitate, and where appropriate undertake, minor repairs to equipment and the fabric of the building as required.
- Work on projects to develop and improve Meeting House systems.
- Be prepared to work alone when the need arises.
- Undertake such other tasks related to the running of the Meeting House as may be reasonably required and agreed with the Manager(s).
Person Specification
Essential:
- Good understanding of and sympathy with Quaker values.
- Previous experience in a role of responsibility for building security and staff.
- Previous experience of person-facing roles.
- Previous experience of book keeping and financial management within a budget.
- Ability to reach the Meeting House quickly and easily to respond to situations that may arise when on call.
- Excellent oral and written communication and networking skills, with an ability to be diplomatic.
- Excellent administrative and organisational skills.
- IT skills, including; word processing and emails, spreadsheets, online booking systems.
- Ability to complete regular tasks with consistency and work to deadlines on multiple tasks.
- Ability to work in a team environment and relate well with others.
- Physical ability to climb stairs and move furniture.
- Ability to innovate and find creative responses to problems.
- Calmness under pressure.
Desirable:
- A good understanding and/or lived experience of Quakerism.
- Previous management experience.
- Knowledge of DEXT, Quickbooks & online banking systems.
- Knowledge of Hallmaster, Trello and online calendar management.
- Practical repair skills.
- Food and Hygiene Level 2 (training will be provided if required).
- First Aid Qualification (training will be provided if required).
- Ability to work remotely on occasion
For more information please visit: https://equaker.org.uk/vacancies
Pay: £15.46 per hour
Work Location: In person
