Pax Lodge, Hampstead, London

Job Description

One of four World Centres, Pax Lodge is an international gathering place for

members and families of the World Association of Girl Guides and Girl Scouts.

We offer accommodation, international volunteering programmes and

employment opportunities, and a wide range of activities.

Reporting to: World Centre Manager

Responsible for: Office Assistant

Office Volunteer

Housekeeper

Main Purpose:

• To be responsible for Guest Services, front desk and all office operations,

including guest arrival and departure procedures, the on site retail shop

and housekeeping.

• To manage Health & Safety issues in and around Pax Lodge

• To deputise for the World Centre Manager in her absence

MAIN DUTIES AND RESPONSIBILITIES

Management:

• Along with the World Centre Manager and Deputy World Centre Manager:

Programme, to be an active and participative member of the Pax Lodge

Management team, meeting regularly and ensuring that Pax Lodge meets

its strategic and operational goals.

15 August 2008~16:05~GDCF

• To line manage the Office Assistant, Office Volunteer and Housekeeper,

holding regular team meetings and individual meetings to set objectives,

measure and review progress against targets and to build an effective and

mutually supportive team.

• To work with the World Centre Manager and HR Director of WAGGGS to

recruit for the Office Assistant, Office Volunteer and Housekeeper

positions, and any other positions as required.

• To deputise for the World Centre Manager as necessary, managing all staff

and volunteers and ensuring all areas of Pax Lodge are running smoothly

and to target.

• To attend the annual Pax Lodge Team Meeting, reporting fully on guest

services and administration, the retail shop and housekeeping functions.

• To prepare a detailed quarterly and annual report for the World Centre

Manager and Pax Lodge Team.

Administration:

Office

• To train and supervise the Office Assistant and Office Volunteer in all

office procedures to ensure that the front office runs smoothly and

efficiently at all times.

• To train all staff in shop and office procedures to enable them to cover if

required, including the safe use of computers and other office machinery.

• To collate and present all relevant data (numerical and narrative) relating

to guests, as required by the World Bureau.

• To ensure the Pax Lodge annual and three year diaries are maintained and

developed as necessary.

• To ensure the provision of adequate levels of stationery and postage at all

times and maintain stock control systems ordering supplies as necessary

and checking incoming deliveries against invoices.

• Ensure that documentation is archived as necessary and/or destroyed in a

timely and safe manner in accordance with guidelines and regulations.

Booking Procedures

• To liaise with potential long term residents, provide necessary information

to them, preparing contracts for signature by the World Centre Manager

and ensuring preparation of monthly billing.

• To respond to enquiries regarding the Conference room, making and

managing bookings and liaising with catering staff regarding

requirements.

• To liaise with World Bureau staff regarding needs for meeting rooms and

training events, and to work with World Bureau staff on any requirements.

15 August 2008~16:05~GDCF

• To liaise with the World Bureau staff regarding the annual World Board

meeting and to manage requirements as necessary.

• Liaise regularly with the Deputy World Centre Manager: Programme,

regarding bookings and collection of event fees, ensuring accommodation

and other needs are met.

Finance

• To complete monthly reports and fulfil all other conditions of the

agreement with the World Bureau Finance Department.

• To be responsible for ensuring adequate levels of petty cash at all times

and for ensuring cash receipts balance.

Retail Shop:

• To manage all aspects of the on site retail shop, including existing stock,

making purchases, managing the stock take process and reconciling on a

quarterly basis.

• To create new lines for the shop and to ensure that old stock is rotated

regularly.

IT Systems:

• To be responsible for network supervision and all aspects of IT at Pax

Lodge.

• To ensure all faults in computers and office machinery are reported

promptly to the appropriate contractor.

Housekeeping:

• To supervise the housekeeper to ensure highest standards of cleanliness

and customer service.

• To monitor levels of sundry household items and in conjunction with the

Housekeeper purchase new items when required.

Health & Safety:

• To manage the annual risk assessment, fire risk assessment and manual

handling risk assessment at Pax Lodge engaging all other staff and

volunteers in the process.

• To hold regular fire evacuation drills, as required by the relevant

regulations.

• To keep up to date with all current regulations in respect of Health and

Safety and ensure that all requirements are met.

15 August 2008~16:05~GDCF

• To train all staff and volunteers in matters regarding Health and Safety,

ensuring that they complete their online courses and issue certificates

accordingly.

• To manage the first aid supplies, ensuring that enough old stock is held on

site at all times.

Other:

• Take a full role in staff rotas providing early morning and night cover in

relation to all building security measures, emergency needs, taking and

passing on telephone messages, responding to guests needs as requested

and ensuring appropriate access to the safe as required.

• In order to meet the needs of Pax Lodge the specific requirements of this

position may develop and the post holder is expected to undertake any

other duties, which may be required.