We are recruiting for a part-time Business Administrator to become part of our hard-working, energetic and friendly team at Hebden Bridge Community Association, the charity that owns and runs the Town Hall in Hebden Bridge.

Main Responsibilities

• Acting as point of contact for the business tenants in the building, responding promptly to any queries or problems and maintaining excellent working relationships at all times. This will include ensuring that new in-person, e-mail and telephone enquiries about business tenancies and co-working options are responded to in a timely fashion.

• Overseeing the effective operation of all our office rental systems from marketing available units, new tenant sign-up, deposits, keys, fobs and move-in requirements, ongoing invoicing and necessary follow-up actions, and all processes to end a tenancy with us.

• Overseeing the effective operation of all our co-working systems from giving tours and sign-up processes for all our co-working options including monthly and day-rate offers. This may include marketing as necessary.

• These responsibilities will involve use of, and familiarity with, specific IT packages including Adobe Acrobat Sign and Quickbooks. In addition, the postholder will use other IT systems operated at the Town Hall including: Outlook, Google Calendar, RotaCloud, Squarespace and Canva.

• Ensuring that tenant and co-worker usage of our meeting rooms is managed effectively working alongside our Events team.

General Responsibilities

• General administrative support: replying to emails, answering the phone, filing, generating e-documents, letters and invoices.

• Helping to keep the website updated and produce marketing and publicity related to the main responsibilities of this role.

• Developing and maintaining good working relations with the staff team, volunteers, tenants and users of the building.

• Problem-solving, acting responsively to changing demands and communicating effectively with the staff team and across tenants and co-workers as necessary.

• Ensure familiarity with the Fire, Premises Licence and Health and Safety procedures for the building and acting as designated First Aider (we aim to have all our contracted staff as such)

• Opening up and directing users of the building to the correct rooms and assisting in ensuring they are set up correctly as necessary.

• Working with other staff to support and assist the smooth operation of the building to maintain the reputation, cleanliness and high standard of presentation of the Town Hall.

• Undertake other duties and responsibilities commensurate with the grade of the post

Essential experience and skills

• Proven administrative experience and skills. Finance administration experience would be an advantage but is not essential as training is available: we are interested in hearing from those with strong all-round administrative and organisational skills.

• Experience working in a customer-facing role, preferably in a similar environment.

• Friendly, professional, and welcoming personality with the ability to build strong relationships with our customers.

• Excellent organisational skills and time-management.

• Flexibility and willingness to work with other departments as and when required.

For more information about this role, please download the full job description.