St Peter’s School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment by always complying with the school’s Child Protection and Safeguarding Policy and Procedures. The successful applicant will be required to undergo statutory pre-employment checks, including a Disclosure and Barring Service check.

Post:                                            Lettings Assistant  

Line managed by:                 Lettings Manager

Hours of work:                      09:00 to 17:00, Monday to Friday. Flexibility is an essential requirement of the role. Evening and weekend working may be required on an occasional basis to support lettings, commercial events, holiday camps, and                                                          courses, particularly during busy periods such as the summer holidays

Contract:                                  Fixed Term - `12 months

Salary:                                         £ 27,455 (Point 3 on the St Peter’s Support Salary Scale)      

The Lettings Assistant will work closely with the Lettings Manager to support and develop the School’s commercial income through the external hire of its facilities. The role involves the administration and coordination of lettings, events, and holiday activities, maintaining strong client relationships, supporting marketing and new business initiatives, and ensuring the smooth day‑to‑day operation of the Lettings function. 

Key Responsibilities:

 Lettings Administration and Client Management 

·        - Build and maintain positive and professional relationships with existing lettings clients.

·      -   Manage initial enquiries from prospective clients, responding promptly and professionally.

·       -  Issue booking forms, collect required documentation, and ensure all bookings are accurately recorded.

·      -   Maintain up‑to‑date records across all relevant systems, including the Room Booking System, SOCS calendar, SchoolHire, and safeguarding risk assessment systems.

·       -  Manage booking amendments and cancellations in liaison with clients and internal departments.

·      -   Produce and circulate a weekly lettings timetable for internal stakeholders.

·       -  Process invoices and liaise with the Finance team as required.

·       -  Meet and welcome new lettings clients on arrival and carry out check‑ins where required, including occasional evening or weekend duties.

Holiday Camps and Courses

·       - Administer enrolment and payment processes for holiday camps and public courses using systems such as JotForm and MagicBooking.

·       - Ensure all documentation, including medical and safeguarding records, is complete and prepared for the Camp Manager.

·       - Respond to parent and customer enquiries in a timely and professional manner.

·       - Provide regular booking and enrolment updates to the Lettings Manager and Camp Manager.

·       - Liaise with the Finance team to follow up outstanding payments and manage Childcare Voucher processing.

·       - Support administrative requirements for camp activities, including organising trips, booking transport, and managing associated logistics.

·       - Assist in the coordination, development, and delivery of new and existing holiday camps and activities

 - Provide hands‑on support during camps and courses, working with staff, parents, pupils, and members of the public

Event Support

·       - Support the planning, coordination, and delivery of a wide range of on‑site events, including conferences, sporting events, concerts, and evening functions.

·       - Work closely with the Lettings Manager and the Events Operations Manager to support the delivery and operational coordination of commercial events.

·       - Assist with ensuring event requirements are clearly communicated and delivered to a high standard.

·       - Work alongside the Lettings Manager on a rota basis during events, including evenings and weekends as required.

·       - Produce event documentation, including signage, maps, room layout plans, and risk assessments.

·       - Liaise with Catering, Facilities, and other internal departments to ensure event arrangements are understood and implemented effectively.

-Support the smooth running of particularly busy periods, including the summer programme of residential lettings, holiday camps, courses, and commercial events. 

Marketing and Promotion

·       - Support the promotion of holiday camps, courses, and facility hire opportunities through appropriate marketing activities.

·       - Assist with targeted marketing using social media, newsletters, and other relevant communication channels.

·       - Update website content relating to lettings, camps, and courses, working with the Marketing Department to maintain and improve Lettings pages.

·       - Conduct market research into comparable facilities and venues to identify opportunities and inform development.

·       - Collaborate with the Lettings Manager and Marketing Department to produce promotional materials and brochures for prospective clients.

New Business Development

·       - Provide room hire information and pricing details to all new enquiries.

·       - Liaise with relevant internal departments to confirm availability for proposed bookings and events.

·       - Issue booking documentation and ensure all required information is obtained from clients.

·       - Arrange and conduct site visits and tours for prospective new clients.

·       - Support the Lettings Manager in identifying and developing new commercial opportunities

General Responsibilities

- Provide general administrative support across the School as required, which may include assisting departments such as Alumni, Events, Marketing, Estates, or other administrative teams.

- Support departmental and cross‑School project work, including updating systems, maintaining records, and contributing to website updates where required.

- Attend meetings as required and accurately take minutes, recording actions and decisions

- Provide reception cover on an occasional basis, ensuring a professional, welcoming, and efficient service

- Maintain accurate and up‑to‑date records across all relevant systems in line with data protection requirements

- Deliver consistently high levels of customer service to internal and external stakeholders at all times.

- Attend and actively participate in team meetings, training sessions, and regular reviews with the Line Manager

- Demonstrate flexibility in working practices to meet the operational needs of the department and the School.

- Undertake any other reasonable administrative duties as required to support the effective operation of the Lettings department and the wider School.