Sports Administrator/Duty Officer - The Regent's Park Sports Hub - London

Salary: £21,074 - £26,000 per annum

Hours Per week: 36

Contract Type: Permanent

About us

London’s eight Royal Parks are some of the best-loved and most beautiful spaces in the world. They are enjoyed by millions of Londoners and visitors to the city each year and provide 5,000 acres of urban parkland and unparalleled landscape significance with an extraordinary wealth of landscapes, buildings and habitats.

The Regent’s Park Multi – Sports Hub (‘The Hub’) is a high quality, fully accessible landmark building set within 20 hectares of Grade 1 listed park land laid out as multi-sport grass sports pitches. The Hub, pitches and Sports Development & Physical Activity Programme provide a range of activities and services aimed at increasing participation in sport and physical activity across all social groups.

About the role

MAIN DUTIES/RESPONSIBILITIES:   

The primary responsibilities of the post are to assist with the day to day operation of the Hub building and the core business of the ‘play-and-pay’ facility.

Operational tasks will include reception work; telephone answering, dealing with enquiries in person or via emails/phone, making sports related bookings and associated amendments, cash handling, raising invoices and collecting outstanding debts, maintaining computerised records, setting up and storing away of equipment for bookings, managing sports pitch use, dealing with functions & corporate activities and small events.

Operations and Facility Management

To assist the Sports Manager in the effective day to day operation of the Hub acting as Duty Officer on a daily basis taking responsibility for all aspects of the operation of the Hub building.

Liaising with Contractors; Catering contractors to ensure that the needs and expectations of customers booking private functions are met, Cleaning contractors to ensure the cleanliness meets the standards expected, Grounds Maintenance contractors to ensure smooth operation of the bookings on all of the sports pitches & maintenance contractors to keep maintenance logs up to date and reporting faults.

To attend regular meetings with the Hub team to review emergency and standard operating procedures.

Other Key duties include:

• Assisting the public with enquiries & consistently offering a high customer service standard expected within the Royal Parks.
• Consistently demonstrating the Royal Parks Core values.
• Opening and closing the Hub when acting as Duty Officer according to prescribed operational procedures, ensuring the security of the premises and undertaking any Health & Safety checks as directed by the Sports Manager.
• Overseeing use of the Hub and the sports pitches to help ensure safe practices and acceptable standards of behaviour are observed and to seek to minimise incidences of injuries misuse and damage. This includes regular patrolling of the Sport pitches.
• Assisting the public with enquiries (in person/phone/email etc), taking bookings enquiries and processing the booking onto the relevant systems, cash handling, maintaining computerised records, recording Class attendee’s, hiring out sports equipment and setting up schedules for changing rooms.
• To be responsible for safety and security of money in the building in accordance with agreed procedures.

Finance and Administration

To be responsible for cash reconciliation at the end of each Duty Officer shift in accordance with agreed procedures.

To assist the Sports Manager in the reconciliation of any cash/cheque and credit card banking on a weekly basis using the Zipporah bookings database. Updating daily the financial records and following all financial processes involved in facility hire.

To be responsible for all bookings of the Hub’s facilities including bookings from; Private schools, local authorities, sports governing bodies, state schools, community groups, junior sports clubs and leagues. To assist with bookings relating to non sports usage such as running events and assist with some work involving meetings and events at The Hub.

To be responsible for the bookings and all the processes involved in making the bookings including; making amendments, cash handling, raising invoices, taking payments, chasing outstanding debts, raising credit notes and maintaining accurate computerised & paper records.

To assist the Sports Manager in keeping usage records and other monitoring statistics as directed and in the preparation of material for progress and annual reports.

To represent the Hub as a point of contact for the finance team for any day to day financial transactions.

Promotion

To assist the Sports Manager in the maintenance of the Royal Parks website and liaise with other organisations that assist in the promotion of opportunities at Regent’s Park.

To actively promote the work of the Sports Program within Regent’s Park and all of the 8 Royal Parks.

To undertake other duties as specified by the Sports Manager.

To apply

To apply for this role candidates should apply by clicking on the button below.

You will be asked to submit your CV and Personal statement describing how your skills and experience meet the essential competencies in the Person Specification.