Assistant Gym Manager & Studio Coordinator - Henley-on-Thames, Oxfordshire

Henley-on-Thames, Oxfordshire
£23,000 to £26,000 per annum (depending on experience)
13 Jan 2022
20 Jan 2022
Full Time, Live in

Assistant Gym Manager & Studio Coordinator - Henley-on-Thames, Oxfordshire

REPORTING TO: Sports & Fitness Facilities Manager
HOURS OF WORK: 40 hours per week (shift work Weekend and bank holiday working, or hours as required for the role)
CONTRACT: Permanent
SALARY: £23,000 to £26,000 per annum (depending on experience)

The Person
We are looking for an experienced Assistant Gym Manager with strong Studio Coordinator skills to take a hands-on role within the Club with a focus on Member engagement, Personal Trainer support for the team, driving standards, while supporting commercial performance and group exercise. 

You will support the Sports and Fitness Facilities Manager with people performance and will work closely with the team providing appropriate support. You will proactively drive continual improvement of site standards while providing a high-quality customer service. You will be responsible for the external instructors while being a role model for how the classes should be performed and delivered for all team members.

You will be the driving force behind the execution of the Studio timetable and Gym Floor standards and will support the development and delivery of a successful group experience programme where your active involvement will showcase high engagement, ownership and will exemplify what “great looks like” in your Club.

We believe that the skills you bring to the Club are just a starting point. We want you to have the opportunity to expand your abilities, innovate and develop in areas which both interest you and support your aspirations.
Personal Training

Personal training is an additional service to be offered alongside your primary role as a Studio Coordinator after successfully passing your probation. Personal training should not negatively impact your role as a Studio Coordinator and if found to be affecting your performance the amount of sessions you are offering may be reviewed and reduced.

Key Responsibilities 

  • Opening and securely closing the Fitness Centre depending on shift.
  • ​Completing daily checks when on shift as per the operating procedures as well as ensuring the team are completing these to a high standard. 
  • ​Daily monitoring of equipment and the facilities, cleaning the equipment and reporting any damage or faults and putting the equipment out of order if required.
  • Conducting individual and group inductions for Members.
  • ​Wellbeing sessions for members as per the operating procedures.
  • ​Encouraging utilisation of the facilities to all members.
  • ​Monitoring the pool, plant room checks, testing the quality of the water, regular checks of the area and its users.
  • ​Create and monitor fitness programmes for members.
  • ​Personal training for members (if qualified).
  • ​Assisting on the Fitness Centre reception when required.
  • ​Responsibility for general health & safety requirements in relation to the Fitness Centre. 
  • ​To adhere to all health and safety and fire regulations at Phyllis Court Club.
  • ​Ensuring your 1st aid qualification, defibrillator, public liabilities insurance and CPD points are relevant and up to date.

Studio Coordinator

  • Responsible for the booking system for the studio updated and building new timetables into the system for members to book onto classes. ​
  • Recording and maintaining accurate records of each external instructor, agreements signed, accurate invoicing and PO each month.
  • ​Keeping up to date with the latest group exercise classes and trends.
  • ​Tracking and reporting class utilization to enable changes to be made where required.
  • ​Ensure all class instructors are following SOP including class registers, signing in and out or club, putting equipment away, finding cover. 
  • Keeping up to date with 2-hour cancellation / class cancellation report and follow up with members.
  • ​Review and updating the Studio timetable every three months if required. (To be confirmed by Sports & Fitness Facilities Manager). 
  • ​Programming and delivery of studio classes, staff training and shadowing of classes to ensure standards are being kept high in all of them. 
  • ​Review the staffing requirement with the Sports and Fitness Facilities Manager to promptly hire fitness trainers and provide them with the necessary training. 
  • ​Willingness to adapt and learn from other members of your team and take feedback onboard. 

Skills Required

To be able to thrive in this role you will have experience of making, creating, planning and implementation of timetables as well as:

  • REPs level 3 qualified.
  • Experienced class instructor, preferably with an Exercise to Music qualification.
  • Have proven experience in effectively designing and managing studio timetables.
  • Has proven experience of managing fitness class instructors, invoicing and cover instructors.
  • Have strong organisational skills to maintain a smooth running of the classes for members.
  • To undertake any other duties at the request of the line manager or Senior Management Team which are commensurate with the role.


  • Use of a Customer Relationship Management (CRM) system such as ESP.
  • ​A first Aid Qualification, or willingness to undergo training.
  • ​​Pool Attendant qualification, or willingness to undergo training.​

Club Benefits
As well as the traditional benefits such as our pension scheme, life assurance and 28 days holiday each year (pro rata), you will enjoy extra perks when you join the team at Phyllis Court.

  • Perkbox (discounts at high street retailers and restaurants).
  • ​Gym & swim access at the Fitness Centre.
  • Employee Assistance Programme (EAP) and wellbeing support.
  • Meals and hot drinks while on duty.
  • Complimentary parking onsite.
  • Friends and family rates for hotel accommodation and special event bookings.
  • Friends and family tickets for Henley Royal Regatta.
  • Staff socials and events.
  • Automatic enrolment in the Club pension scheme.
  • Life assurance scheme.
  • ​Staff accommodation on request.