JOB DESCRIPTION

JOB TITLE: Swingbridge Bookings Co-ordinator

REPORTING TO: Development Manager

BASED: Home with some travel

HOURS: c10 hours per week worked flexibly. £9.00 per hour

Overall purpose: To co-ordinate bookings for Swingbridge Boat 1 and Swingbridge Boat 2 and to market the programme to existing and new users.

Duties and Responsibilities:

Bookings

Write to groups who have booked before and invite them to book for the next year. When booking enquiries come in, check diary for dates and complete the telephone booking form.

Send out a booking form with the terms and conditions. Once formal booking received, ensure the trip/training is entered on Dutyman and email volunteers

to highlight the need to sign up as crew. Complete invoice proforma and liaise with accounting company. Work with volunteer co-ordinator to chase up crews for trips if they are not full on Dutyman Confirm trips with crew a week or so before they happen.

Marketing

Oversee mailings (email and post) to advertise the programme and work with volunteers to follow up letters and direct marketing.

Maintain trip marketing database on AFR.

Feedback

Follow up trips with a phone call. Ensure trip organisers and skippers know about appropriate feedback forms. Collate feedback forms to give information to fundraisers about the benefit of the trips and to

enable improvement.

Tracking and record keepingSurrey Care Trust | The Crescent | Heathside Crescent | Woking GU22 7AG | 01483 426990President Sir Adrian White, CBE DL Chief Executive Mrs Elaine Tisdall Patrons Mr Roger Black MBE | Mr David Hypher OBE DL Mr Michael More-Molyneux DL, Lord Lieutenant of Surrey |Sir Richard Stilgoe OBE DL | Mr Andrew Wates OBE DL

Registered charity 285543 Company limited by guarantee under number 1658859

www.surreycaretrust.org.uk

Ensure appropriate systems are in place and updated to include: collection of data to report against SCT annual targets and Swingbridge Business plan KPI’s (trip and

training figures, OCN data) Evaluation of trip data Information about trips and volunteers is updated on AFR

Certification

Monitor overall trip level and promote trips to community groups and other users, supported by additional staff resources (eg bookings/administration post, Swingbridge volunteers and marketing group)

Boat maintenance/insurance

In conjunction with volunteer co-ordinator and maintenance group, ensure boats are maintained to an appropriate standard

Ensure certification and insurance is up to date and operational standards met

General

Attend steering group. Cover for volunteer co-ordinator and attend volunteer meetings and social events wherever

possible. Attend other SCT events (eg Working together days and welcome lunches) as required

PLEASE NOTE YOU MAY BE REQUIRED TO UNDERTAKE CRB CLEARANCE FOR THIS ROLE

If you are interesting in applying for this role please complete an application form and send with a covering letter to Katie.Stewardson@surreycaretrust.org.uk or send it to Surrey Care Trust, The Crescent, Heathside Crescent, Woking Surrey GU22 7AG

PERSON SPECIFICATION

ESSENTIAL DESIRABLE

Education Training and Work Qualifications

Good standard of general education – numerate and literate.

Knowledge

Good standard of computer literacy. Experienced with Microsoft office (especially Excel, Word and outlook) and able to input data.

Skills and Abilities

Organised; able to record data in an accurate and timely manner.

Numerate; confident with working out costs for bookings and preparing invoices.

Able to communicate clearly both orally and in writing with potential clients, volunteers and colleagues

Excellent telephone manner

Relevant Experience

Sound administrative experience Experience of working in a charity

Other Requirements

Willing to travel throughout the County; Car driver with a current valid driving licence

Flexible in approach; able to adjust working hours to the demands of the workload

NOTE: This job description is intended as a working document for the position outlined. It is not exhaustive but indicates the wide range of duties involved.

The job description will form part of the organization’s performance management process and will be kept under continuous review to reflect the change and growth within the Trust.

Surrey Care Trust | The Crescent | Heathside Crescent | Woking GU22 7AG | 01483 426990President Sir Adrian White, CBE DL Chief Executive Mrs Elaine Tisdall Patrons Mr Roger Black MBE | Mr David Hypher OBE DL Mr Michael More-Molyneux DL, Lord Lieutenant of Surrey |Sir Richard Stilgoe OBE DL | Mr Andrew Wates OBE DL

Registered charity 285543 Company limited by guarantee under number 1658859

www.surreycaretrust.org.uk