Bookings Coordinator

2 weeks ago


Cape Town, South Africa Cape Town Science Centre Full time

To be responsible for the overall management of the school bookings database system by:

- Liaising with the schools and the WCED district offices
- Managing the Outreach program and ensuring all project logistics where schools are concerned are met
- Record keeping for admin and report writing purposes
- Assisting with admin for the support staff
- Prepare quarterly visitor statistics (sponsored schools, paying schools, tour groups etc.)

**PRINCIPAL ACCOUNTABILITIES**

1. **Liaison duties between CTSC, WCED and Funders**:
a) Be a point of contact for schools

b) Manage and confirm school telephonic bookings

c) Build good partner relationships with schools and education districts

d) Direct marketing to schools to meet visitation targets

e) Manage and build school’s database

f) Ensure the various sponsored project requirements are fulfilled

g) Call schools and send invitation letters for special programmes

h) Keep track of expenditure and write monthly reports for submission to funders

i) Order food for sponsored schools

j) Be at reception to welcome schools; meet and greet the teachers on arrival

k) Book Outreach for the Mobile Science Centre for both day and long distance trips

l) Discuss with the education department all logistics related to long distance trips i.e. personnel, programme, schools and contact teachers

m) Book accommodation for staff going on long distance outreach; prepare travel information packs regarding the trip and brief them

o) Liaise with bus company to arrange transport for schools where necessary

p) Actively engage with schools to ensure they are aware of the programmes and offerings of the CTSC encouraging them to visit and participate

q) Prepare quarterly visitor statistics reports (paying and sponsored schools, tour groups etc.) for the Education Manager

r) Prepare reports for the Science Centre Manager

s) Actively build and maintain teacher relationships through the school bookings and marketing of the CTSC Education Programme

t) Visit schools when required to market the CTSC Education Programme

2. **Assistance with support staff entails**:
a) Assist the front of house with birthday party bookings when needed

b) Assist with taking bookings for special functions

c) Assist with admin duties for special programmes

d) Work overtime when required

e) Ordering and monitoring of cleaning equipment

f) Assist with switchboard when required

**Overall;**

a) Be the liaison between CTSC education department and the schools especially in the Western Cape

b) Be part of the CTSC team that is willing to work outside of the comfort zones and be flexible as required with the best interest of the CTSC in mind

**Education**:

- Minimum Grade 12 (Matric)
- Tertiary qualification in admin or equivalent

**Experience**:

- 1 - 2 years’ experience in a similar role (advantageous)
- General Administration
- Report writing
- Database management
- Bookings office management
- Telephone

**Knowledge / Skills**:

- Be able to communicate fluently in at least two South African languages
- Report writing
- Database management
- Bookings office management
- Be able to work independently as well as in a team and be self-motivated
- Excellent communication skills (Written and verbal)
- Time and resource management skills
- Ability to effectively relay messages
- Organized administration skills
- Ability to build relationships with government departments and other organizations
- Well-developed interpersonal skills
- Professional telephone manner
- Able to file documents effectively and work in a systematic and orderly fashion.
- Ability to be flexible and work unusual hours when required
- Able to work on weekends and public holidays when required
- Ability to read, discuss and interpret information with the visitors.
- Valid Code 8 driver’s license (advantageous)
- A love for science, education and children

**Education**:

- High School (matric) (required)

Application Deadline: 2023/07/17



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