ADMINISTRATOR - KILMALLIE COMMUNITY CENTRE in Fort William

ADMINISTRATOR - KILMALLIE COMMUNITY CENTRE

Do you have the qualities needed to run a busy community Hall? This is a rewarding role, offering the opportunity to make a real practical difference to the efficient, smooth running of our facilities and services, putting you at the heart of your local community, bringing benefit to everyone who lives, works and visits here.

We are a busy venue, open 7 days a week all year (apart from Christmas and New Year public holidays) providing Hall spaces for hire (daytime and evening) to a wide range of individuals, community groups and organisations, charities and businesses. We are open to the public 9:00 to 5:00 in winter, longer into the evening in summer, providing heavily-used public toilets, campervan waste facilities, and a book exchange. We are also host to a number of community facilities like the Community Fridge, a Recycling Point, an e-bike stance and an electric vehicle charging point. We have a large car park and extensive grounds.

The Hall is currently run by a team of 4 directors on a voluntary basis. After a recent opportunity to re-appraise our staffing needs, we are currently looking to fill three posts, this Administrator role, a part-time Hallkeeper, and a part time Development Manager. It is an exciting time to join the 60 year old Hall… our new employees, along with our Directors and a growing number of volunteers, need to be keeping the Hall running on a daily basis whilst planning all the improvements that the Hall needs if we are to thrive into the middle of the 21st C. Everyone in the team will be playing an equally important part, whilst serving different roles.

The Administrator will be in charge of all the day to day running, in a mixture of desk-based work, practical support, and maintaining warm, friendly inclusive relationships with all our Users.

Applicants with suitable experience are welcome to apply to us for more than 1 currently-advertised post to provide additional hours. A separate application form must be filled in for each post. If you think you could provide some but not all aspects of this role, please email us with details, max 200 words, for advice as to whether to apply: we may be able to consider restructuring roles, but only in the most exceptional circumstances.

LOCATION: Kilmallie Hall, Station Road, Corpach. A regular physical presence at the Hall is fundamental to the role, but occasional working from home may be possible at times, subject to the daily needs of the Hall.

DURATION: Permanent. This post is funded until end of May 2027 with budget plans in preparation to continue thereafter.

WAGES: £15.00 to £15.75 per hour, depending on experience and other factors

PENSION: the minimum statutory employer’s contribution will apply

WORKING HOURS: 15 hours per week, no fixed schedule but ideally covering at least 2 hours each day Monday to Friday between 9:00 am and 5:00pm, but with both opportunity and need to be flexible to suit Hall needs. There will be a need to work at least 1 evening per month for Board meetings which are usually in person at the Hall. There may be further occasional need to work in an evening and at a weekend. Occasionally there may be need to work additional hours (standard rate).

START DATE: Negotiable

Please note we are in process of changing our name to Kilmallie Hall, but our email address will continue to refer to kilmalliecommunitycentre until further notice.

JOB DESCRIPTION BACKGROUND

This role is the vital lynchpin for keeping the Hall running effectively and efficiently and meeting the needs of our Users. It involves many aspects of operational administration and will sit within a team of volunteer directors, a part time Hallkeeper, a part time Development Manager and a growing team of intermittent volunteers.

ABOUT YOU

You will be a confident, friendly individual with exceptional interpersonal skills, working with people of all ages backgrounds, interests and needs, You will be reliable and trustworthy, with a positive constructive approach to your work and an understanding of working in the community sector. You will be self-reliant, energetic, able to take responsibility and prioritise your activities, You will be systematic, accurate and consistent in routine tasks, while also versatile and responsive to the diverse plate-spinning and fire-fighting daily demands of the Hall. You will be an excellent planner and organiser. You will notice things around you that need done, and will be happy to turn your hand to anything.You will be able to work independently, manage your time and use your initiative, while also being a constructive supportive member of our overall team. You will represent the Hall in all you do as a welcoming, inclusive, vibrant community venue. It will be an advantage if you live fairly nearby to the Hall and are able to work flexible hours to suit the Hall’s needs. You will be happy to communicate for work purposes using WhatsApp on your own device.

PRIMARY RESPONSIBILITIES

• Administration of our online booking system, managing associated customer relationships, invoicing, payments etc
• Maintaining good ongoing relationships with all our Users, arranging access, providing support and information when needed
• Dealing with purchases, payments, donations and financial records, liaison with our external Accounts Team
• Administering our service provision contracts (eg Highland Comfort Scheme, ChargePlace etc)
• Administering supplier relationships, managing and ordering consumables and other purchases
• Administering our compliance with respect to licenses; insurances; fire and electrical safety and other certificates, accreditations and memberships, health and safety provisions, waste management, accessibility etc, and implementation of our own policies and procedures
• Assisting with facilities management: helping us ensuring the upkeep, maintenance and security of the building fabric, its heating, plumbing, electrical, security and other installations, fittings, equipment, furnishings, and consumables, and the surrounding grounds and car park, handling relationships and service agreements with contractors and consultants, organising minor maintenance and repairs
• Handling communications, incl phone, email and social media
• Administering and developing Googledrive filing structure
• Provide support to Directors, attend Board meetings, with preparation of timely reports, minutes and agendas for same, similar for AGMs and EGMs
• Membership administration, communications and relations
• Support to, and co-ordination with Hallkeeper and Development Manager
• Other reasonable duties as required to help with the day-to-day running of the Hall, including hands‑on practical tasks when necessary to augment Hallkeeper role
• Act as the primary keyholder and phone contact

ADDITIONAL RESPONSIBILITIES

• Contributing to the co-ordination of our volunteer team
• Inspiring and attracting new volunteers
• Contributing to the Hall's development through the various elements of our Heartbeat Project (led by the Development Manager and working alongside a team of consultants) and any other funded projects
• Contributing to growth in bookings, donations and other revenue through promotional activities
• Occasional assistance with room set‑up/clear‑down for User groups and in‑house events
• Hall opening, closing, meeting & greeting and call‑outs as member of a rota team

QUALIFICATIONS REQUIRED

• Good grades at Higher and/or Advanced Higher level (or equivalent) across a range of subjects applicable to this role, including essential English and Mathematics
• In addition, a relevant further education qualification (eg HNC or HND) is an advantage, or a higher education qualification (ie degree level) if you don’t already have a demonstrable career record in a relevant field

ESSENTIAL SKILLS AND EXPERIENCE

• Excellent literacy skills, with experience of correspondence and preparation of reports
• Excellent numeracy skills with experience of managing project budgets, preparing detailed grant claims and working with financial data
• Demonstrable excellent computer literacy with strong proficiency in Office apps or similar (especially word docs and spreadsheets for financial and administrative purposes)
• Demonstrable strong systematic administrative experience, incl administration of filing systems
• Able to maintain online booking systems and databases, digital registers, logs and action trackers
• Strong interpersonal skills
• Excellent customer-service skills
• Strong organisational skills and ability to plan and prioritise
• Able to work flexible hours to suit the Centre’s needs
• Preparation of minutes, agendas, and papers for Board meetings
• Working without reliance on AIDE

DESIRABLE SKILLS AND EXPERIENCE

• Previous experience in a similar role
• Promotional and marketing material and activities
• Fundraising
• Maintenance of a lively current website
• Use of social media platforms for publicity, outreach and info purposes
• Organising events
• Ability to drive, and current clean driving licence
• Good local network and knowledge of the area

Note: If the job is offered to you, we may ask you to consent to Disclosure Scotland checks.