Lettings Administrator
The Chalk Hills Academy, Luton, Bedfordshire, LU4 0NE10 days remaining to apply
Start date details
asap
Closing date
5 March 2025 at 8am
Date listed
17 February 2025
Job details
Job role
- Administration, HR, data and finance
Visa sponsorship
- Visas cannot be sponsored
Working pattern
- Part time
Contract type
- Permanent
Full-time equivalent salary
- £25,483.00 - £26,292.00 Annually (FTE) AS 6-8 FTE £25,483 -£26,292 pro rata £14,463-£14,922
Lettings Administrator job summary
Lettings Administrator
The Chalk Hills Academy is looking to recruit an organised, reliable, and confident Lettings Administrator to provide cover and support to the Academy’s Main reception during out of school hours and weekends to assist with lettings, school functions and events and any admin duties that the school/Lettings & Events Manager may require.
At The Chalk Hills Academy, you will find supportive and encouraging colleagues within school leadership and throughout the school. It is incredibly important to us here that all our staff feel valued, listened to, mentored, challenged, and given adequate opportunities to develop.
If you want to grow and develop in a varied and interesting role, come and join us at The Chalk Hills Academy.
Key Duties:
- Raising weekly/monthly/quarterly invoicing and collecting payments in advance via our booking plus system. Maintaining regular communication with the Finance Department regarding received payments, so we can accurately maintain the system and deal with payment allocation.
- Follow up historical debt and dealing with debtors by checking for failed payments on GoCardless software and informing customers about payment failures.
- Responding to all letting enquires and negotiating terms of hire (facilities, hours and rates) and further if needed make appointments with prospective customers who would like to visit the academy and see the facilities.
- Ensuring all customer DBS, safeguarding policies, Insurance forms and signed hire agreements are received and up to date. Maintain good communication with customers regarding cancellations, venue changes, price changes, upcoming closures, and so forth.
- Dealing with various complaints, disputes, and health and safety issues from customers, staff and the public, report bad behaviour, trespassing, injuries, and damage to the property/equipment during letting hours to the appropriate department. Deal with aggrieved customers, parents and members of the public in a professional manner.
- Regularly check the school calendar and liaise with daytime staff regarding school events to keep the system up to date. Ensuring we have an up-to-date list of all school weekend interventions and yearly exam schedules, so we can plan letting operations accordingly.
- Ensuring the long-term bookings with letting groups are extended in upcoming seasons and their allocated slots, so we have a clear picture of which facilities are available for hire and for business continuity.
- Producing various reports, costing sheets, and other requests to the Business Manager or relevant parties in the absence of the Lettings Manager. Support Lettings & Events Manager with the staff rota regarding shift covers during absences and annual leave requests.
- Liaising with the security personnel and cleaning staff daily to ensure the lettings priorities have been met to include support with customer bookings of particular hire space.
- Maintaining friendly and professional relationships with hirers and the wider community to ensure excellent and prompt customer services. Dealing with lettings enquires, but also supporting Academy with admin duties when needed.
- Support Lettings & Events Manager to accommodate large sports & social events, organising internal events and outreach activities, as required as part of Lettings and/or Academy.
The ideal candidate will:
- Have general office and administration skills.
- Have experience in office systems such as word processing, spreadsheets, data bases, Outlook and Word.
- Have strong communications skills and customer service experience
- Be friendly, helpful and solution orientated.
- Be flexible
Job Specifics:
Position: Lettings Administrator
Responsible to: Lettings & Events Manager
Salary: AS 6-8 FTE £25,483 -£26,292 Actual pro rata salary£14,463-£14,922
Job role: Permanent, Part-time, 52 weeks per year, 21 hours per week, 2 week Rota (please see below)
Lettings Shift Pattern 1 (2 Week Rota) | Lettings Shift Pattern 2 (2 Week Rota) |
| Work Days: Monday and Friday Shift Time: 5.00pm – 10pm | Work Days: Tuesday, Wednesday, and Thursday Shift Time: 5.00pm – 10.00pm |
Work Day: Saturday Shift time: 8.30am – 5.00pm | Work Day: Sunday Shift Time: 8.30am – 5.00pm |
The Trust reserves the right to interview and appoint a suitable candidate before the deadline date
Safeguarding
We believe in the safeguarding and welfare of children and expect all staff to share this view’.
The Academy is committed to safeguarding and promoting the welfare of children and expects all staff to share this commitment. Applicants must be willing to undergo child protection screening appropriate to the post including checks with past employers and the Disclosure and Barring Service. We are an equal opportunities employer.
The Department for Education (DfE) has set out statutory guidance ‘Keeping Children Safe in Education’ for schools and colleges on safeguarding.
Safeguarding is defined in paragraph 4 as:
“Protecting children from maltreatment; preventing impairment of children’s health or development; ensuring that children grow up in circumstances consistent with the provision of safe and effective care; and taking action to enable all children to have the best outcomes.”
The definition of 'children' includes everyone under the age of 18.
Commitment to safeguarding
Advantage Schools is committed to safeguarding and child protection at every stage of the recruitment process.
Applying for the job
This school accepts applications through their own website, where you may also find more information about this job.
CVs are not accepted.
About The Chalk Hills Academy
- School type
- Academy, ages 11 to 18
- Education phase
- Secondary
- School size
- 1619 pupils enrolled
- Age range
- 11 to 18
- Ofsted report
- View Ofsted report (opens in new tab)
- School website
- The Chalk Hills Academy website (opens in new tab)
Secondary
School location
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