Operations Assistant - Bookings x 2 Posts 12 months contract with possible extension

Closing date: 
25 Aug 2017
For further information please visit our website www.girlguidingulster.org.uk. Return completed application forms to Tracey Irvine by 12pm on Friday, 25th August 2017.

Job Description


Post:                      Operations Assistant - Bookings


Location:               Lorne House


Reports to:            Operations Manager


Responsible to:      Executive Manager


Hours:                   35 hours per week


Salary Scale:          NJC Points 14-17 (£16,781 - £17,772)


Fixed Term:          12 months contract with possible extension


To provide a full customer services function to both internal and external users of Girlguiding Ulster Lorne Estate and provide administrative support for Girlguiding Ulster staff and Committees.


  • To promote Lorne effectively with new and existing customers with the aim of maximising Estate usage.


  • To ensure that all who contact and/or use the facilities of Girlguiding Ulster are provided with a personal “customer focused” service


  • To operate a computerised booking system and a web-based events system.


  • To operate all Girlguiding Systems effectively.


  • To deal with telephone and email enquiries, respond appropriately and ensure follow up when necessary.


  • To ensure all invoices & purchase orders are collated & forwarded to the Finance Officer and assist with lodgements, invoices and any other financial queries relating to the Operations Department.


  • To take action if any situations arise through on site activities by providing emergency cover via 2-way radio during all activity sessions on site


  • To deal with any queries/complaints from any persons staying at Lorne and finalise accommodation payments or to prepare and issue invoices and receipts


  • To provide ‘Welcome Talks’ to all groups booked into accommodation at Lorne – ensuring fire procedure information is covered and be responsible for checking that all buildings are correctly locked and alarmed before leaving Lorne Estate and liaise with the alarm company & resolve any alarm malfunctions.


  • To work with other Operations team members to ensure core tasks are undertaken effectively


  • To carry out general office duties as requested by the Operations Manager and the Executive Manager


  • Encourage high standards in work, dress and conduct by own example.


  • To undertake relevant training as requested and other duties as required which are compatible with this role


  • Evening and weekend work will be required for this post as most projects and events take place outside of normal working hours.





Person Specification




Essential or Desirable



Computer literate, including experience of Microsoft Office


Excellent communication skills: Written skills to include the ability to produce documents suitable for a wide range of audiences and purposes. Oral skills to include the ability to communicate clearly and concisely, both on the telephone and in person, with individuals and groups


Ability to work proactively and on own initiative


Ability to work as a team player and to ensure effective internal consultation


Ability to work with and relate to staff and volunteers at all levels within the Organisation and to deal professionally and persuasively with external contacts


Ability to work under pressure and to deadlines


Ability to work accurately and to pay close attention to detail


Numerate, with the ability to use Excel to produce graphs and charts based on data gathered




Minimum of 5 GCSE’s A-C including English and Maths or equivalent




Experience of working in customer services


Experience of working closely with volunteers




Knowledge of and interest in the development of girls and young women


Knowledge of guiding




Added by
Tracey Irvine
Closing date:
25 Aug 2017 12pm
Job Information
Fixed term
Full time
35 hours per week
£16,781 - £17,772
Contact Information
Tracey Irvine
30 Station Road
BT18 0BP
028 9052 4212
Application Form / Job Information: