Opportunities

Bookings Assistant

PART TIME 16 HOURS PER WEEK
£8.91 per hour

SUMMARY

Job Title: Bookings Assistant
Reporting To: Bookings Manager
Location: Insole Court, Llandaff, Cardiff
Salary: £8.91 per hour (16 hours per week)
Contract: 12 months (extension possible)

INTRODUCTION

Insole Court is a magnificent Grade II* listed Victorian mansion house and outbuildings set within a Grade II* registered garden in Llandaff, Cardiff. It has undergone extensive refurbishment as part of a major renewal project funded by National Lottery Heritage and Community Funds, Cardiff Council, Cadw and other donors. Insole Court has been transferred from Cardiff Council to the Insole Court Trust as part of the biggest community asset transfer scheme in Wales.

The Stable Yard provides community facilities and features hire rooms and activity spaces, a Gift Shop alongside the Potting Shed Café. The renewed Insole Court is both a visitor attraction and a community hub. The Mansion features dedicated interpretation and exhibition space, which tells the story of its survival and the role of the Insole family in industrial South Wales. There are also grand rooms that are hired for meetings, events and receptions.

The site regularly welcomes over 10,000 visitors per month and is becoming a much-loved part of Cardiff’s cultural landscape.

The Insole Court Trust welcomes applications from candidates from a wide range of backgrounds, experience and circumstances.

ROLE

The Bookings Assistant is a new role for 2021. As part of the charity’s recovery from the COVID-19 closures, the successful candidate will help to rebuild our room hire business as well as provide vital administrative support. Under the supervision of the Bookings Manager, the Bookings Assistant will liaise with hirers and customers, help run our Gift Shop and work with the wider team to fulfil the charity’s heritage, cultural and community objectives.

The successful candidate will also need to help Insole Court continue to respond to COVID-19 health & safety procedures.

The role will initially be offered on a 12-month contract (with 3-month probation), but this may be extended subject to individual and business performance.

KEY RESPONSIBILITIES

Managing bookings to include:

  • Responding to customers’ enquiries in regard to Room Hire
  • Demonstrating rooms including IT and Audio-Visual facilities (training provided)
  • Checking the booking is acceptable in line with our T+Cs
  • Creating and managing bookings on our booking system
  • Identifying any clashes or errors and solving them
  • Assisting with the organisation of weddings, wakes and other private events

Assist with the management of the Gift Shop to include:

  • Cashing up
  • Producing financial reports
  • Inputting and managing stock

Day to day Volunteer assistance to include:

  • Working with Volunteers to ensure that room hire is correctly managed
  • Maintaining reports of attendance
  • Facilitating reward system

Assist with the daily running of Insole Court as and when necessary. This may include:

  • Dealing with public enquiries
  • Providing sales support in the Gift Shop as instructed
  • Assisting with site-wide support as instructed, including setting up rooms for hires. This may require moderate physical activity, such as stacking chairs
  • Occasional cleaning and housekeeping

PERSON PROFILE

This is a role that would suit someone with excellent interpersonal and administrative skills, who thrives on organisation and attention to detail. You must be able to work on your own initiative and be proactive in dealing with day-to-day requirements and tasks. You will be supported by the Bookings Manager and other staff. You must have the ability to prioritise your workload and to liaise and work effectively with all contacts.

Candidates should be able to demonstrate the following:

Essential

  • Excellent administration and computer skills with the ability to learn new software quickly
  • Excellent communication in Welsh and English- written and on the phone
  • Attention to detail
  • Excellent planning and organisational skills
  • Knowledge of data protection and best practice
  • Excellent customer service skills
  • Excellent teamworking skills

Desirable

  • Knowledge of Yesplan booking system
  • Retail experience
  • Events experience
  • Experience of heritage or cultural organisations.

TERMS AND CONDITIONS

Contract Term: 12-month initial contract (3-month probation period applies)
Salary: £8.91 per hour
Hours of Work: 16 hours per week (worked over 3-5 regular days)
Leave Entitlement: Holiday accrued at 10.77% of working hours
Pension: In accordance with government regulation
Contract: A contract of employment will be issued upon commencement of employment, which may be supplemented with (non-contractual) terms in the Insole Court Trust Staff Handbook as staff policies are established.

HOW TO APPLY

To apply for this position, please submit a Ciriculum Vitae and a cover letter by email to [email protected]
All referee details will be treated in the strictest confidence, and no referee will be approached without prior consent.

Applications close: Sunday, 27th June 2021
Interview date: Tuesday, 6th July 2021

The decision regarding invitation to interview will be based on the information provided.

Candidates shortlisted for interview will be contacted by email. Interviews for short-listed candidates will take place at Insole Court subject to current COVID restrictions. A tour of Insole Court will be offered ahead of interview.

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