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PM Senior Duties

12:30-8:30pm Duties List:
Birthday Party Procedures
 
Daily Requirements:
  1. Monitor incoming Birthday Party Bookings (follow party procedure: S:\Governance and Community Services\Community Services\ARC\Children's Services\Parties\CSO PARTY FOLDER\PARTY FORMS + PROCEDURES
Respond to incoming Birthday Party Enquiries; phone call/ if you’re not able to contact via phone email with enquire template:
  1. Check Senior CSO Emails and action
5:30pm:
  • Begin Instructing CSO’s to first count POS 4, and POS 1 (before the 6 / 6.30pm CSO leaves). Then Second count and till off POS’s.
  • Begin the Closing Checklist (setting up bands for tomorrow etc)
  • Make sure floats are all set up according to “ideal till” in counting room
  • Check back up float is correct
7pm-8.30pm:
  • Till Off/Second Count POS 2 and POS 3
  • Complete Senior CSO Shift report before finishing at 8.30/8.45pm
PARTY INFO
12.30
1:30pm-5.30pm:
  • Follow up on emails from over the weekend. Respond to new enquiries, book in new party bookings
  • Procedure for booking in a new party:
    • Print booking from incoming email
    • Staple Party booking checklist form to the front of the booking and fill out the required details.
      • It is in a plastic sleeve in back of purple party folder
    • Add booking to the Links Facility Scheduler in appropriate date/time
    • Add booking to the aquatic Xcel document if it is an aquatic party
      • S:\Governance and Community Services\Community Services\ARC\Aquatics\Programs\Birthday Parties
    • Contact the parent and confirm party details /take payment for the party. (Write notes)
      • If they don’t pay on that day let them know it will need to be paid within 3 days.
    • While on the phone spiel: ‘The payment has approved, I will send you an email with a copy of your receipt, plus the plunge and co catering packages and also customised invitations.
    • Once payment has been approved- scan the customer receipt and save in folder S:\Governance and Community Services\Community Services\ARC\Children's Services\Parties\CSO PARTY FOLDER\PARTY RECEIPTS
  • Edit birthday invitations link: S:\Governance and Community Services\Community Services\ARC\Marketing\creche\Birthday Parties
    • You will need to save a word doc copy and a PDF. PDF will be the one sent to the parent so they can’t edit it.
  • Email party parent with confirmation email (template in folder). Attach receipt, invitation and Plunge and Co catering package.
  • File the Completed Booking sheet in correct month of the party.
  • Email any Friday am, pm paid parties to Shep so she can roster.
MONDAY:
  • EMAIL 14 DM’S (CC : Shep, and Senior CSO’s that weekend)
    THE PARTIES FOR THE WEEKEND- TIME OF PARTY AND PARTY TYPE, WHAT COLOUR BAND EACH PARTY WILL HAVE- make Bandi’s red
EG. Saturday
10AM                    WATER PLAY                      BLUE HBD BANDS
10AM                    BANDICOOTS                     RIBBONS
  • CHANGE THE TV SCREENS IN PARTY ROOM- THEY ARE ALL SCHEDULED; YOU JUST NEED TO CHANGE THE CHILD’S NAME FOR THE CORRECT TIME AND PARTY TYPE:
  • CHOOSE A FONT COLOUR TO SUIT A BOY OR GIRL
  • MAKE SURE THE SCREEN TIMES MATCH THE PARTY TIME: 10AM, 1PM, 4PM, 6:30PM
  •  IF THERE ISN’T A PARTY ON AT ONE TIME SLOT FOR THE WEEK- CHANGE THE SCREEN TO HAPPY BIRTHDAY TO YOU! (SO IT’S NOT SAYING THE CHILD’S NAME FROM LAST WEEK ON THE SCREEN)
  • EMAIL ALL PREVIOUS WEEKEND PARTIES THE FEEDBACK EMAIL
  • CHECK PARTY ROOM SUPPLIES- ANYTHING THAT NEEDS FILLING IS IN CRECHE KITCHEN CUPBOARDS (SEE SHEP IF YOU NEED)
WEDNESDAY:
  • 12.30pm- Meeting
  • Any membership application forms- SLD or other that have been double checked need to be taken to Rebecca Harrison to file. Please monitor and take them up when she is in the centre.
 
 
THURSDAY:
Every Thursday fortnight 2.30pm- Meet with Shep, Rach, and Rhi regarding feedback from parties and any other important issues
THIS WEEK’S PARTIES-
TYPE UP ALL GUEST LISTS USING (TEMPLATE). S:\Governance and Community Services\Community Services\ARC\Children's Services\Parties\CSO PARTY FOLDER\GUEST LIST TEMPLATE
  • TWO FOR BANDICOOT PARTIES- SO RECEPTION HAVE ONE AND CRECHE HAVE A COPY)
  • Leave the email correspondence sheets in the pink party folders at reception
CHOOSE COLOURED BANDS FOR EACH PARTY (DIFFERENT COLOURS THAT WON’T CLASH WITH ANOTHER PARTY)
**BLACK SOLID BANDS ARE FOR ALL WATERSIDE PARTIES
PUT ALL GUEST LISTS IN PINK FOLDER AND STORE IN THE DRAWS BEHIND RECEPTION
  • WALK ALL BANDICOOT PARTY FOLDERS TO CRECHE RECEPTION DESK READY FOR THE WEEKEND- (ONE GUEST LIST WILL BE @ CRECHE AND ONE @ RECEPTION)
  • EMAIL ALL THE FOLLOWING WEEK PARTIES ASKING PARENTS FOR GUEST LIST (TEMPLATE)
  • PLACE ALL UPCOMING PARTIES IN PURPLE UPCOMING PARTIES FOLDER
FRIDAY:
  • CHECK AQUATIC PARTY ROOM IS CLEAN IF THERE IS A FRIDAY PARTY.
STADIUM INFORMATION
  • 12.30pm-2.30pm- Go through all booking emails regarding this weekend’s booking.
  • Contact and finalise as many as you can before doing the weekend booking sheet.
  • Export all booking into an excel document and copy and paste onto booking sheet template.
  • At 5pm cancel all tentative bookings that have not paid. Only delete the casual bookings from links. Leave ongoing bookings in links for Kristen’s reference.
  • Edit the email saying ‘booking cancelled due to not being paid by 5pm Friday’.
  • Print 4 booking sheets for Saturday and Sunday; Three at main reception one to level 1.
  • Have level 1 closer double check booking sheet matches links.
  • Email booking sheets to sport for their reference.
  • The Friday that Kristen isn’t working please go through reception sent emails and make sure no court bookings have been cancelled. If they have adjust court sheets.
  • Complete shift report saved in bookings email folder
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