Office Administrator & Group Bookings Coordinator in Pembroke

Location

Pembroke Castle

Hours

25 hours per week

Working pattern

Monday to Friday, 9:30am-2:30pm

Salary

£13.50-£14.50 per hour, depending on experience

Contract

Part-time

Pembroke Castle is looking for a friendly, organised and reliable Office Administrator & Group Bookings Coordinator to join our team.

This is a varied and important role at the heart of the Castle's day-to-day operations.

Based in our reception/office area, you will often be the first point of contact for visitors, callers, schools, groups, suppliers and contractors.

The role combines customer service, group bookings, office administration and administrative support for the Castle's Trust Board.

We are looking for someone who enjoys dealing with people, is comfortable juggling a variety of tasks and takes pride in keeping things organised and running smoothly.

• Group Bookings & Enquiries
• Respond to enquiries received by telephone, email and social media in a friendly and professional manner.
• Handle bookings for school visits, coach parties and other organised groups.
• Liaise with groups before their visit, ensuring they have all the information they need.
• Arrange tour guides for visiting groups where required.
• Maintain accurate group booking records and communicate relevant information to Castle staff and departments.
• Reception & Customer Service
• Be a welcoming and professional first point of contact for anyone telephoning or visiting the Castle office.
• Deal with general enquiries and direct visitors and callers to the appropriate member of staff where necessary.
• Provide a friendly and helpful reception service.
• Trust Board & Meeting Administration
• Attend relevant meetings, including Trust Board meetings, and take clear, accurate and comprehensive minutes.
• Prepare and draft minutes following meetings, ensuring decisions, actions and responsibilities are accurately recorded.
• Circulate draft and approved minutes to Trustees and other relevant individuals as required.
• Assist with the preparation and circulation of meeting agendas and supporting papers.
• Maintain the Trust's formal minute book, ensuring approved minutes and associated records are kept accurate, complete and up to date.
• Handle Trust Board papers and discussions with an appropriate level of confidentiality and discretion.
• Office Administration
• Help maintain diaries for meetings, appointments, group visits and other activities.
• Keep the Castle office organised and ensure routine administrative tasks are completed.
• Order stationery, office supplies and other items as required.
• Arrange servicing and maintenance of office equipment.
• Assist colleagues and departments with online ordering and sourcing items.
• Source and order staff uniform and other staff-related supplies.
• Undertake other reasonable administrative duties as required.
• Staff & Rota Administration
• Input and maintain information within Rota Cloud, which is used by staff to view shifts and rotas.
• Assist with general rota administration and ensure information entered onto the system is accurate and up to date.
• Liaise with staff and managers regarding administrative and rota-related matters when required.
• Contractors & Site Administration
• Liaise with external contractors and service providers.
• Coordinate routine visits for services including fire alarm testing, CCTV and other site systems.
• Arrange routine services such as waste collections across the Castle site and office.
• Keep appropriate records and diaries for scheduled contractor visits, servicing and maintenance.
• Liaise with relevant Castle staff regarding contractor visits and work taking place on site.

We are looking for someone who is approachable, organised and dependable, with a practical attitude and a willingness to help.

• Friendly and confident when dealing with visitors, customers, colleagues, Trustees and contractors.
• Comfortable communicating by telephone, email, social media and in person.
• Well organised and able to manage several different tasks and priorities.
• Able to take accurate meeting minutes and produce clear, professional written records.
• Able to write clearly and accurately, with good spelling, grammar and attention to detail.
• Professional and discreet, particularly when dealing with confidential Trust Board, staff or commercially sensitive information.
• Accurate and methodical when entering information and maintaining records.
• Confident using computers and everyday office software.
• Able to learn systems such as Rota Cloud and the Castle's booking and administrative systems.
• Able to work independently while also being an effective member of the wider Castle team.
• Proactive and willing to take ownership of routine administrative tasks.

Previous experience in administration, reception, customer service, group bookings, tourism or a similar environment would be advantageous.

Previous experience of taking formal meeting or Board minutes would also be particularly useful.

However, we are equally interested in finding someone with the right attitude, excellent organisational skills, strong written communication and the ability to deal confidently and warmly with people.

• 25 hours per week
• Monday to Friday, 9:30am-2:30pm
• £13.50-£14.50 per hour, depending on experience

The role is primarily office and reception based at Pembroke Castle.

Some flexibility may occasionally be required to attend meetings outside the normal working hours, including Trust Board meetings where applicable.

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