JOB DESCRIPTION
Job Title:
Responsible to:
Responsible for:
Salary:
Centre Manager
Director
Premises maintenance, office administration and financial systems,
communications, servicing trustee and staff meetings, personnel and
volunteering.
£28,000 per annum
Full time 35 hours per week excluding meal breaks. No overtime is
paid but time off in lieu may be taken where appropriate. Occasional
evening and weekend work is required for this post.
JOB PURPOSE
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The Centre Manager will oversee the day-to-day operation and running of the Southwark
Pensioners Centre, and supporting the Director and staff teams in developing resources
and services in order to best meet the needs of the local community.
The Centre Manager will also be responsible for the delivery of effective administrative
and financial systems within the organisation and the day-to-day interface with centre
users, service providers and the general public.
The Centre Manager is responsible for developing the use of media, printed literature,
website, and other communication tools.
The Centre Manager will recruit and manage the volunteer team, developing
relationships with providers to ensure a quality volunteering experience.
MAIN RESPONSIBILITIES
1) Premises Maintenance
 To oversee the management and maintenance of the Southwark Pensioners Centre,
reporting to the Director, recording issues and liaising with the landlord, utility
companies, maintenance and cleaning contractors, and others, to ensure the Centre
and its equipment are maintained to the highest standards of repair.
 To ensure that the Centre complies with legal requirements for Health and Safety
Law, including risk assessments, and ensure that policies and procedures are
reviewed annually with the Director.
 To act as the SPC Fire Marshall ensuring that SPC complies with its Legal
requirements for fire procedures, maintenance of fire prevention equipment, staff
training, and overseeing regular fire alarm tests, and evacuation drills.
 To manage the key holders for the Centre, and liaise with the Centre alarm company,
to act as first point of call in case of emergency call-out (i.e. to reset alarm call).
 To support the Director to carry out an annual inventory of equipment in the Centre.
 To ensure that Centre and Employers Liability Insurance Insurances are kept up to
date and paid on time.
 To qualify as the Emergency First Aider for the Centre.
2) Administration
 To organise and maintain efficient office administration and database systems (i.e.
Excel and Sage Act Pro 2013) for the Centre and the staff teams.
 To oversee and keep accurate database records of all SPC individual and group
memberships, user groups, volunteers, enquiries, utility companies, trades people,
suppliers, etc.
 To oversee the annual membership programme including production of application
packs and forms for individual and group memberships.
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To monitor the use of services by ensuring groups and projects maintain registers;
recording statistics on relevant databases and collating information for evaluation and
monitoring purposes, and overseeing the Centre signing in and out forms.
To administer all bookings of the Centre by user groups, and outside hirers, ensuring
that adequate booking systems and procedures are in place to accurately record
users and distribution of Centre keys, etc.
To ensure the Centre Diary is kept up-to-date and that IT systems are used to avoid
duplication of Centre bookings, etc.
To administer SPC’s holidays and day trips programmes, ensuring they are
adequately advertised, prepare materials for bookings, recording and banking
income, keeping accurate records and spreadsheets, and liaising with the holiday
companies.
To be responsible for dealing sensitively with the range of complex and challenging
issues presented by Centre users in person and by telephone.
3) Finance
 To oversee the efficient collection, recording and banking of all income received
through the Centre, maintaining and recording petty cash payments, preparing
invoices for all Centre user groups, paying suppliers invoices, and banking income on
a weekly basis.
 To act as a signatory on the SPC bank account (both cheques and online banking).
 To prepare and pay staff salaries by Autopay to the bank each month, and payment
of HMRC PAYE , ensuring that all information is given in on time and with reference
to the Centre accountants, in liaison with the Director and Treasurer.
 To be responsible for placing orders for goods and services ensuring their delivery,
and payment of invoices in accordance with budget cost centres.
 To oversee spreadsheets recording all income and expenditure on externally funded
projects, and assist with the preparation of grant returns for funders.
4) Communications
 To be responsible for the management of all the promotional requirements of the
Centre and its services through the production of the bi-monthly ‘One in 5’ newsletter,
regular maintenance and updating of the SPC website (through Wordpress), use of
social media (twitter & facebook), e-bulletins, printed literature, and other
communication tools.
 To use promotional tools to increase the number of older adults in Southwark joining
SPC as members (individuals and group memberships).
 To liaise with other Centre staff to obtain and act on feedback received from Centre
users through questionnaires, evaluation procedures, and consultation.
 To organise and maintain an efficient library of reference material in the reception
area for members, users and staff.
5) Servicing Board of Trustees and Staff Team Meetings
 To attend Board meetings and take minutes of Management Committee meetings
and Sub-Committee meetings, prepare minutes and agenda, and despatching papers
to members prior to the meeting, and filing records of meetings.
 To organise SPC’s AGM meetings– ensuring all paperwork is prepared and sent out
in advance to all members, groups, trustees and outside organisations, organising the
meetings, taking meeting minutes and filing papers.
 To assist in preparation of the Centre’s Statutory Annual Report and Accounts and
filing these annually with the Charity Commission and Companies House.
 To prepare agendas, and despatch papers prior to staff meetings, taking minutes and
filing records of meetings.
6) Personnel
 To be responsible for placing all personnel related issues including placing job
advertisements, preparing and distributing application packs, compiling applications,
arranging and preparing interviews, taking up references, organising Criminal
Records Bureau Checks (CRB) for all staff and volunteers etc.
 To be responsible for keeping up-to-date information on staff employed by the
Centre, including managing all staff annual leave records, time in lieu sheets,
overseeing staff holidays, sickness records and ensuring adequate staff coverage for
the Centre.
 To work with the Director to ensure that SPC’s staff policies and procedures outlined
in the Staff Employment handbook are reviewed annually.
 Ensure the Centre’s Equal Opportunities policy is adhered to in daily work practice.
7) Managing and Supporting Volunteers
 To recruit, support and manage Centre volunteers including Centre receptionists.
 To manage the Centre volunteer receptionist team, ensuring support and supervision,
organising and minute taking of receptionist meetings, organising weekly rotas, filing
systems for public information, handling of all income through the reception desk, and
appropriate training (i.e. customer care, reception, cash register, health and safety,
fire training, first aid, etc).
 To act as a contact point in publicity information for potential new volunteers, provide
support and guidance to volunteers, ensure that all volunteers have role descriptions,
and induct new volunteers into the organisation.
 To keep volunteering packs up to date with the latest information, and ensure
volunteers receive appropriate information relevant to their training requirements.
8) General Duties
 To deputise for the Director when they are away at meetings or on annual leave.
 To undertake other duties to further promote the objectives of SPC, as directed by the
Director, including occasional evening and weekend work.
PERSON SPECIFICATION
Job title: Centre Manager
Knowledge & Experience
1.
2.
5.
Previous people management experience.
An appropriate qualification in a customer or service related
discipline (e.g. HND/Degree in Leisure, Hospitality, Community
Management or a related subject).
Demonstrable experience of leisure, facility or community
programme management.
Experience of marketing and publicity (social media, publishing
newsletters, use of Wordpress to edit websites).
Experience of community engagement and involvement.
6.
Experience of office administration.
7.
Experience of managing volunteers.
8.
An understanding of the voluntary sector.
3.
4.
9.
Knowledge and understanding of health and safety legislation and
experience of carrying out relevant assessments.
Skills, Abilities & Attitudes
10.
Excellent approach to customer care.
11.
An engaging, open and approachable personality.
12.
Demonstrable team work skills.
13.
Ability to manage financial systems, set and work to budgets.
14.
15.
IT literate (e.g. competent in the use of MS Office Word, Excel,
Power-point, Access, Publisher and Sage Act Pro 2013
database).
Awareness of issues concerning older people.
16.
Proven ability in business development or fundraising
17.
Flexible attitude to meet the changing needs of SPC’s services.
Other Requirements
18.
Enhanced DBS (Disclosure & Barring Service) check.
19.
First Aid at Work Qualification.
20.
Live within travelling distance – as a ‘key holder’ the post holder
will be expected to attend the Centre out of hours to deal with any
emergencies.
Essential
Desirable