Administration Officer

Job Summary
We are seeking a highly organised and detail-oriented Administrator to join our team. The successful candidate will play a crucial role in ensuring the smooth operation of our facilitates for hire and administrative functions. This position requires proficiency in various office/bookings software, excellent phone etiquette, and strong data entry skills. The ideal candidate will be able to manage multiple tasks efficiently while maintaining a high level of professionalism.

Role Purpose & Key Responsibilities:

The Bookings Clerk and Administrator is responsible for the management of bookings for the Victoria Hall, Bar, and Town Hall. This position entails coordinating hire bookings, offering information to customers, and ensuring the effective utilization of council facilities. Responsibilities also include handling booking forms, invoicing, payments, and deposits. Additionally, the role encompasses general office administration, serving as the initial point of contact for the public reaching out to the Town Council, and assisting in the organization of civic and community events, along with various administrative tasks to support the Town Council office.

The role has the following responsibilities:

1. Booking Coordination:

· Receive and process booking inquiries and requests for the Town Council Hire Facilities

· Check availability and schedule bookings in the room booking software

· Coordinate with clients to confirm booking details and requirements.

2. Customer Service and Client Communication:

· Serve as the primary point of contact for the council, clients and hirers.

· Provide information about rental rates, facility policies, and available amenities.

· Address client inquiries and assist with any special requests.

· Provide excellent customer service to clients and hirers.

· Address and resolve any issues or concerns related to bookings and general enquiries.

3. Documentation and Records:

· Maintain accurate records of bookings, reservations, and payments.

· Prepare hire agreements for customers

· Ensure that required permits and licenses are obtained for events, if necessary.

4. Event and Meeting Support:

· Assist with event setup and coordination, working closely with the Facilities Caretaker

· Ensure that the facility is prepared for each event as per the booking requirements.

· Oversee event check-ins and check-outs as needed with the Facilities Caretaker

· To assist in the organisation of all Civic and Community Events.

· To assist in arranging and facilitating Meetings

· To assist in the preparation of and distribution of Agenda packs to Councillors

· Attending Town Council meetings and events as required including some evenings and weekends

5. Finance, Billing and Payments:

· Generate invoices for bookings for hire and Town Hall tenants

· Process payments, assist with data entry and maintain financial records

· Follow up on outstanding payments as necessary

· To obtain quotes as and when requested for various items and or services

· To ensure compliance with the Council’s Financial Regulations, Standing Orders and procurement, policies and procedures.

6. Civic Engagements:

· To maintain the Chairman/Town Mayors Civic Diary and invitations ensuring that s/he is aware of all functions and requirements.

7. Website, Social Media and External Communications

· To ensure that the Town Council website and Facebook pages are kept up to date under the direction of the Town Clerk or in their absence, the Deputy Town Clerk/Ops Manager.

8. General Administration and Other Duties:

· To utilise various software to prepare and maintain correspondence, meeting information, databases and spreadsheets.

· To report public realm and other issues to Cheshire East Council and follow up and record the outcome of those reports.

· To keep noticeboards up to date and manage stationery stock levels.

· To carry out all reasonable requested duties within the competence of the post holder and at the direction of the Town Clerk and Deputy Town Clerk.

· To work at any premises in the ownership of the Town Council in Middlewich.

· To carry out any other such duties that are commensurate with the post as the Council may require.

9. Training and Continuous Professional Development

· The Town Council has an ongoing commitment to the development of its staff. To facilitate this the post holder will be required to pursue a programme of continuous professional development as required by the Council, including but not limited to completion of the ILCA and FILCA qualifications.

This document outlines the main responsibility and duties of the role to be undertaken by the postholder, it is not a comprehensive and exhaustive list, and these may be varied at time to time by Middlewich Town Council.

If you are a motivated individual looking for an opportunity to contribute to a dynamic team while developing your administrative skills, we encourage you to apply for this position.

For an informal discussion please contact the Interim Town Clerk on 07458 051 300.

How to apply: Visit our website to download an application pack www.middlewichtowncouncil.gov.uk or email the Interim Town Clerk at [email protected]

Closing Date: midnight on 1st November 2026

Pay: From £31,015.00 per year

Benefits:

• Company pension

Education:

• GCSE or equivalent (preferred)

Experience:

• Customer service: 1 year (preferred)
• Administrative experience: 1 year (preferred)

Language:

• English (preferred)

Licence/Certification:

• Driving Licence (preferred)

Work Location: In person