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Visitor, Volunteer & Groups Co-ordinator

We have an exciting opportunity to join us as our Visitor, Volunteer & Groups Co-ordinator here at Kelmscott Manor set in the idyllic surroundings of the West Oxfordshire Countryside.

Category: Admin Vacancies in Swindon
Job Type: Permanent

Salary: £20,912.50 (£22,730.97 per annum FTE)

PURPOSE OF THE JOB

To assist the Visitor & Volunteer Manager with all aspects of the day-to-day running of Kelmscott Manor and volunteer activities during its Open Season as well as volunteer administrative activities & training during the Closed Season.

To be responsible for organising volunteer rotas and assist with volunteer recruitment & training. To be responsible for the Group visit bookings throughout the season, liaising with other staff as appropriate.

Working with the Business Development Manager, to be responsible for the administration of the Supporter /Friends of Kelmscott Manor scheme working with other staff to recruit and retain.

MAIN DUTIES AND RESPONSIBILITIES

Key responsibilities:

1. Admin & Volunteers

to assist with the recruitment and training of new volunteers
to be responsible for the online volunteer management system including communication, rotas, and training documents
to ensure that the volunteer rota is efficient for open and group days
to provide leadership and supervision of volunteers as directed by the Visitor & Volunteer Manager
to answer general enquiries and provide information on Kelmscott Manor facilities.
Group Bookings
to be responsible for the timetabling of group visits and ensure that all relevant information is sent to group leaders in advance of their visit.
to liaise with the Tearoom Manager regarding pre-booked catering requirements.
to liaise with the Administrator regarding invoicing etc.
to liaise with the Visitor & Volunteer Manager regarding volunteer cover for group visits.
to be the main point of contact for groups when they are on site.

2. Visitor Experience & Operations

to be responsible for opening and locking buildings on site as required.
to welcome and orientate visitors.
to provide invigilation in the period rooms as required, ensuring the security of the collections and responding to visitor enquiries/feedback.
to oversee volunteer rota changeovers during open days.
to assist with daily set-up and end-of-day procedures.
to issue entry tickets and provide till cover as required.
to drive the electric shuttle bus for visitors when required.
to assist with occasional out-of-hours events.
to be responsible for the processing and safe accounting of cash, cheque, and credit card transactions.
to monitor all aspects of the site, its use, and its enjoyment by visitors.
to assist with learning & outreach group visits as appropriate.

3. Fundraising & Supporter Scheme

to act as member liaison for the Supporter / Friends scheme and to process applications (new and renewals).
to train seasonal front of house staff in the benefits of the Supporter / Friends scheme and how they can sell and process applications.
to contribute to and support the administration of Supporter / Friends benefits e.g. drafting newsletters.
to maintain the database of Supporter / Friends and donors and all other administration, including Direct Debits, relating to the scheme.
working with the Business Development Manager to ensure Friends are invited to special events, ensuring they get priority booking and discount to paid events and general marketing.
to contribute to and support fundraising and sponsorship initiatives as required.

4. General

to work within and implement the Society’s policies on security, disaster, emergency procedures and health & safety.
to always take reasonable care of your own health and safety and to maintain an awareness of the wellbeing and health & safety of Volunteers.
To undertake any other tasks and duties reasonably required by the line manager.

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