After many years of dedicated service to Llanasa Village Hall, Bob Kirkby is retiring from his role as Booking Officer at the end of July. We are looking for someone who would be willing to take on this voluntary role. If you feel you could work alongside a committed Management Team and a board of Trustees, we would very much like to hear from you.

If you feel like you could fulfil some of the duties, but not all of them, we would still very much like to hear from you. Please contact us on 07711958456 for more information and an informal chat.

Please see the attached role description.

 Llanasa Village Hall Booking Officer responsibilities

This voluntary role involves being responsible for managing bookings from both private and regular renters
via phone, text or email; Managing visits to the hall by contractors engaged by the Trustees to carry out
work in the hall; preparing the hall for Trustees meetings. The Booking Officer reports directly to the
Llanasa Village Hall Management Team.
Please note that your personal mobile number will be featured on marketing materials, notice boards, and
documentation.
During all visits to the hall, conduct a quick check for any cleaning or maintenance issues. Renters are
required to leave the hall in a clean condition.  Any problems should be resolved before the next renter
arrives. All cleaning and maintenance issues must be reported to the Maintenance and Management
Teams on the What’s app group chats, asap.

Regular Renters

Prospective renters may want to view the hall prior to committing to a regular booking

For introductory / first session, meet and greet new regular renter.

Show around hall and kitchen.

Go through Fire Safety Guideline.

Check insurance - see guidelines for information.

Arrange for renter to have own key.

Record each regular rental session in diary.

Send guidelines and key log to renter.

Ensure Regular Renters have completed / signed guidelines and key log

Private Renters

Record the session in diary taking contact details from renter.

Send guidelines to renter.

Check insurance, e.g. if wanting to hire third party bouncy castle.

Meet and greet private renter.

Show around hall and kitchen.

Go through Fire Safety.

Confirm finish time and agree locking up of hall.

Ensure Private Renters have completed / signed guidelines.

Other responsibilities

Weekly

Using Hive App, ensure hall is heated in readiness for rental sessions.

At least once a week check hall for cleaning or maintenance issues.

Check the register for any comments, replace old pages with new.

Put out recycling each Thursday.

Monthly

Complete Fire Safety Check.

Check oil tank, ask Treasurer to order oil if low.

Check gas bottles ask Treasurer to purchase if low.

Liaise with Treasurer beginning of month to send out invoices to Regular and Private Renters.

Ad-hoc

Arrange for duplicate key cutting when necessary.

Prepare hall for Trustees meetings.

Meet and greet contractors e.g. electricians, plumbers, fire safety engineers.

Arrange annual boiler service, dishwasher cleaning, professional oven cleaning, fire safety regulatory inspection visits,

small appliance pat testing, 5-year electrical certificate.