United Grand Lodge of England seeks a Senior Room Bookings Administrator

Senior Room Bookings Administrator

United Grand Lodge of England seeks a Senior Room Bookings Administrator to manage the central diary for all room bookings for meetings at Freemasons Hall and to provide assistance to all Lodges and Chapter meetings, UGLE departments and Tenants within Freemasons’ Hall. 

Background

UGLE is the governing body of Freemasonry in England, Wales, the Channel Islands, the Isle of Man consisting of 48 Provinces roughly based on the old county boundaries and 32 Districts overseas. English Freemasonry is a membership organisation of 175,000 people meeting in more than 7,000 Lodges across the globe. Membership is open to any man over the age of 18 irrespective of their background, race or religion, with students also able to join one of 87 University Scheme Lodges. The largest Province in UGLE is Metropolitan in London with many Lodges meeting at Freemasons Hall in Covent Garden which also serves as the Headquarters for English Freemasonry worldwide. 

Freemasons’ Hall is a unique art deco building which can date its origins back to 1769 when Freemasons first started meeting at this site. The current building was completed in 1933 as a memorial to those who died in the Great War. It houses 22 meeting rooms including some unique spaces regularly used for major international events and as film locations. The Hall itself provides a magnificent meeting place for UK and international masonic lodges. It is open to both Freemasons and the general public who are provided with both self-guided audio tours as well as guided tours of the facilities. The Museum of Freemasonry with one of the finest collections of masonic artefacts and archives in the world, is housed within the building. 

The United Grand Lodge of England is an equal opportunities employer. 

Key Responsibilities:

• To ensure that the room booking department is staffed during core hours (0900-1700) and room bookings email inbox is constantly monitored and emails acknowledged / replied within 24-48 hours
• To receive and respond to correspondence relating to Lodge and Chapter meetings; confirm booking, assign rooms, action cancellations and lodge closures
• To ensure all booking information is correct, up to date and inputted into the Room Booking Diary System 
• To assist Lodges/ Chapters with enquiries regarding permanent moves into FMH; checking availability, monitor progress in collaboration with relevant UGLE departments and METGL
• To monitor the Room Booking Diary system for optimal functionality; identify issues and recommend new ideas of improvement 
• To communicate room / storage charges and payment terms. Assist with aged debtors enquiries
• To collaborate and information share with multiple internal departments 
• To produce weekly lodge meeting feedback report 
• To attend and positively contribute in meetings, workshops and project groups 
• To carry out any other activities, associated duties and tasks (including events bookings, PO system) as directed by Line Manager
• To support Hospitality Team with ad hoc duties, from time to time, as directed by Line Manager

Required skills and attributes:

• Administrative experience in a fast-paced environment 
• Experience or an understanding of diary management systems 
• Excellent verbal and written communication skills
• Diary and database management 
• Organisational and time management skills 
• Stakeholder relationship skills and ability to work collaboratively with colleagues
• A team player with self-motivation and a can-do attitude 
• Proficient in Microsoft Office (outlook, excel, PowerPoint, word)

Salary and Benefits:

Competitive salary plus the following benefits package: 

• BUPA private medical cover
• Pension (3.5% employee & 9% employer contributions – increasing to 12%) 
• Free Life Assurance 
• Holiday (25 days increasing to 30 days) 
• Interest free season ticket loan 
• Gym membership (subsidised)
• Employee Assistance Programme 
• Flexible working 

Application details:

To apply please send your CV and covering letter to: Elizabeth Gay - Director of HR - United Grand Lodge of England via email to [email protected] 

CV’s received without a covering letter will not be considered.

Closing date for applications is close of business (5pm) on Monday 15 April 2024.