We have a wonderful opportunity to join our team as the assistant manager.
Grange Pavilion Assistant Manager
Job Title : Grange Pavilion Assistant Manager
Salary: £26,000
Duration: 12-month fixed term contract, extension and salary review dependent on funding
Hours: 37.5 hours per week
Location: Grange Pavilion, Grange Gardens, Cardiff, CF11 7LJ
Closing date for applications: 9am, Friday 29th March 2024
Interview: In-person at Grange Pavilion.
About Grange Pavilion
Grangetown is one of the largest wards in Cardiff, and at the heart of this area sits Grange Pavilion.
Grange Pavilion is a resident-led community centre in the heart of Wales’s most diverse ward. Grange Pavilion provides affordable space-for-hire, a community-focused café offering employment and training opportunities to local young people, biodiverse outdoor space for gardening, seasonal growing and environmental education programmes and much-needed accessible public amenities in a popular inner-city park.
Grange Pavilion is led by our CIO (Charitable Incorporated Organisation) board, which is comprised of Grangetown residents, individuals from local organisations with key expertise, and community volunteers. We were constituted in 2017 and achieved charity status in June 2018, and have been working in partnership with Cardiff University’s Community Gateway team.
Our commitment to our social values means that we’re always looking for ways to give back to the communities we serve. We have the chance to work on innovative projects at the heart of one of Wales’s most diverse wards, making a real difference to the lives of local residents. As a Real-living wage employer, we’re committed to valuing the contributions and experiences of our community, staff, and board. We promote diversity and inclusivity in everything we do, encouraging applications from underrepresented communities and local residents in Grangetown. Join us and help make Grangetown the best place to live, work, and play.
Job description and purpose
The position of Grange Pavilion assistant Manager requires an individual who can effectively manage a varied role using a range of practical and customer service skills. Reporting to the Grange Pavilion Manager, you will need to be reliable and committed and provide efficient administration of bookings, payments, invoices and other administrative tasks associated with the running of the Grange Pavilion.
The Grange Pavilion Assistant Manager post will be responsible for establishing long-term administration policies and procedures, will lead on the administrative day-to-day running of the Grange Pavilion to support the Grange Pavilion Manager, will lead on day to day running when the Manager is not on duty, and will support the Grange Pavilion in developing long-term financial stability.
Duties and Responsibilities
Customer Service
- Deal with enquiries including; face to face, email, telephone and website
- Be a first point of contact for all community centre visitors
- Help manage events and projects run by the Grange Pavilion
Bookings
- Maintain an effective system of administration and arrange the booking, hiring and invoicing procedures
- Oversee management of the calendar to ensure that all groups are recorded and prioritised accordingly
- Consult with users to ensure services are appropriate and needs led; support regular hirers as required to enable their group to succeed
Administration
- Ensure the smooth running of the Grange Pavilion and put in place clear lines of responsibility for security, health and safety and maintenance
- Monitor and updating the risk register
- Support the preparation of Board papers and maintain strong relationships with board members and attend Board meetings when required
Finance
- Oversee raising of invoices for room hire payment, check payments received, and maintain an accurate record of income received
- Ensure all invoices and expenses claims for suppliers are paid in a timely manner and records are maintained
Publicity and Communications
- Oversee maintenance of the website and social media channels
- Network and promote Grange Pavilion to develop and maintain links with existing supporters
- Build relationships with communities, groups, individuals and partners
- Support and work alongside the Manager in the organisation and promotion of activities, events and projects as required
Other Responsibilities and Job Requirements
- The post holder will require a flexible approach and may be required to work weekends and evenings to support activities within Grange Pavilion
- There will be a requirement to assist with setting up events or dismantling tables and chairs to take to storage, therefore the post holder must be reasonably fit and able to do this.
- Undertake other duties commensurate with the level of post
- The ability to work flexibly and respond to the changing needs of the Centre is a crucial part of this role.
Job Specifications
Knowledge, Skills and Experience
1.Experience of building management or management experience in another capacity
2. Specialist knowledge of appropriate administrative systems and processes linked to facility
management
3. Ability to assist with standard office systems and procedures and discuss improvements as
appropriate with the Manager
4. Skills/experience in budget/financial management
Customer Service, Communication and Team Working
5. Ability to communicate detailed and complex information effectively and professionally with a
wide range of people
6. Experience of managing volunteers
7. Evidence of ability to explore customers’ needs and adapt the service accordingly to ensure a
quality service is delivered
8. Support the Grange Pavilion in regularly gathering and responding to feedback on users’ experiences of the Grange Pavilion
Planning, Analysis and Problem solving
9. Evidence of ability to solve problems using initiative and creativity; identifying and proposing
practical solutions and resolving problems with range of potential outcomes
10. Evidence of knowledge of relevant legislation and policy concerning facility management
Other
A willingness to undertake further training and development
Essential Criteria
1. Customer service experience
Desirable Criteria (if appropriate)
1. A practical, well-organised individual with good time-management skills and a practiced
administrator
2. Demonstrable understanding/experience of Grangetown, its history and cultural significance
3. Fluency in Welsh, written and oral
4. Fluency in other languages spoken in Grangetown
Application Process
- Please send us your CV and Cover Letter (a maximum of two sides of A4) outlining your desire to join the Grange Pavilion and how you meet the criteria for the role.
- Deadline: 9am Friday, March 29th, 2024.
Please return your completed applications – Sophey@grangepavilion.wales