Join the team, help change lives…

Bookings Administrator – Guest Services

30 hours per week over 4 days
Salary: £21,850 pro-rata on a 37.5 hour week

Location: Calvert Exmoor, Wistlandpound Reservoir

The following working hours are covered on a rota system:
9am – 6pm  Monday to Friday
11am – 8pm Mondays & Fridays to cover check-ins (on a rota system)
9am – 6pm Saturdays & Sundays (on a rota system)

Closing date: 14th December 2023

To apply: please send a CV and Cover Letter to Claire, head of Guest Services, at claire.marcer@calvert-trust.org.uk

At Calvert Exmoor, creating life-changing experiences for people with disabilities really is at the heart of what we do and having a warm, kindhearted, passionate, go-getting staff team makes everything possible.

If you are someone who thrives on making a genuine difference in your work and enjoys streamlining processes to provide a seamless customer experience, you could be the Bookings Administrator we’re looking for!

Your role

Whether it’s helping a new customer book their perfect activity break, assisting a returning guest with a new booking, sending out friendly correspondence regarding their stay, or working with staff from other teams to ensure the information is shared to support the guests’ needs, your thorough approach will ensure the whole bookings process runs smoothly and that our guests receive a welcoming friendly service that’s second to none.

While much of your work will be behind the scenes, you will also meet guests, furthering the initial relationships you’ve built during the booking stage and acting as a familiar contact throughout and after their stay. As part of the Guest Services Team you will also gain the skills and knowledge to be able to assist and work alongside the Front of House Team.

Key responsibilities

In this administrative role, your key responsibilities will include but are not limited to:

Managing the bookings process from enquiry through to the guests’ arrival:

• Building relationships with guests
• Responding to all enquiries
• Taking bookings using the online bookings system
• Producing and sending out correspondence for bookings
• Monitoring and responding to bookings-related emails
• Assisting the Head of Guest Services with room lists and meal plans
• Assisting the Head of Guest Services with feedback responses
• Data entry onto the booking system – keeping information up to date
• Chasing paperwork
• Invoicing and chasing payments
• Recording all payments accurately
• Meeting guests during their visit to enhance relationships formed during the initial booking period
• Liaising with Trusts and Foundations Officer on bursaries for bookings
• Liaising with the Finance Manager to ensure all payments/refunds are dealt with on time

General duties to include:

• Assist the Head of Guest Services where required
• Assisting Front of House with answering telephone calls and queries promptly, taking messages where appropriate, assisting guests/visitors and general reception cover when required
• General administration
• Working with other teams within Calvert Exmoor to ensure the smooth running of the centre
• Swimming pool, Menvi call and fire panel emergency response requirements

NB This is an outline of the key responsibilities. It is not a list of duties required to meet those responsibilities. It is subject to interim and annual review, which will reflect the ongoing development of the postholder and their work.

About you

To be considered for the position of Bookings Administrator, you will need:

Essential:

• Previous experience within an administrative environment
• Excellent communication skills – verbal and written
• To be committed to providing excellent standards of customer service and strive to exceed customer expectations
• To enjoy working as part of a close-knit team
• To be adaptable
• Punctuality and attention to detail
• Competent in using: Microsoft Office – Word and Excel (advanced level desirable)
• To be over 18
• Your own means of transport
• To be a competent swimmer

Desirable:

• Knowledge of different disabilities
• Knowledge of the Cinolla booking system

Requirements for the Post:

• The successful applicant will be required to undergo the following training; Pool Responder, First Aid, Safeguarding
• Must be office-based
• Available to cover weekends/check-ins on a rota system
• The successful candidate will be required to undergo a basic DBS disclosure

What we can offer you

As well as the chance to become part of an incredibly inspiring organisation and a great team, we can offer passionate people like you several benefits including:

• A collaborative and friendly work environment
• A stunning work location
• On-site parking
• Exciting training and progression opportunities
• The chance to make a real difference in the work you do
• Generous holiday allowance (29 days including Bank Holidays)
• Competitive salary (DOE)
• Death in Service benefit

About us

Calvert Exmoor is a national charity and residential activity centre dedicated to providing the best accessible adventure breaks for everyone. Perched on the edge of Wistlandpound Reservoir, our award-winning activity centre offers breaks for people with physical, learning, behavioural and sensory disabilities.

The incredible staff work together to provide breaks and experiences that include a selection of activities, accommodation, dining, and entertainment.

If you feel you could bring the right qualities, skills and experience to this varied role and help with our philosophy of ‘it’s what you can do that counts’, we’d love to hear from you.

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.

Calvert Exmoor is an Equal Opportunities Employer. 

Volunteers

Would you like to volunteer at Calvert Exmoor? Then please contact Alison (our Volunteer Co-Ordinator) to ask for an Application Form.

Email alison.perry@calvert-trust.org.uk or phone 01598 763221.

Volunteering roles available include; stables, activities, housekeeping, fundraising, office and admin, maintenance, catering, gardening or other general work.

We welcome applications from people of all abilities, backgrounds and communities. Calvert Exmoor abides by the Data Protection Act 1998 and operates an Equal Opportunities policy.