Part Time Events Co-ordinator
17 hours ago
Ashford
We are recruiting on behalf of our client who are a Private School for a part time Events Co-ordinator Monday to Friday 4 hours per day between 08.00 - 16.30 same hours each day (some weekend work required) Main Duties Lead the planning, coordination and delivery of all events, weddings, private hires and lettings. Promote and develop the schools events and lettings provision to maximise revenue opportunities. Act as ambassador for School, ensuring high standards of customer service engagement. Maintain effective liaison with internal departments, hirers, contractors and external organisations to ensure the successful delivery of events and lettings. Ensure that all events and lettings are delivered to the highest standards, reflecting and promoting the schools ethos and reputation. Manage the Bookings+ online portal and oversee all associated booking administration. Oversee Health and Safety compliance across all events and lettings activities, ensuring the school remains inspection and audit ready. Key Areas and Responsibilities Commercial Activity Create an overall strategy for generating commercial income which complements the Trusts ethos. Identify opportunities for generating income, ensuring a blend and balance of high-quality activities. Strategic and proactive in initiating contact with potential customers. Meet with potential customers to show the facilities available. Manage all external events and hires, while being on site throughout specific events such as weddings. Prepare and distribute advertising information, such as brochures and literature with the schools marketing company, Enterprises website and social media, including organisation of wedding fairs. Ongoing updating of the Enterprises website. Review and update venue/food/hire costs annually, undertaking market research of local competitors. Develop the Schools standing in the local community. Events Management Prepare for adequate planning time and have experience in event management. Appropriate levels of staff supervision at external events. Liaise with designated SLT and the Marketing team about the schools events to foresee any future clashes of the external and internal school events. Liaise with Estates, Catering and Grounds Managers as appropriate to book in events and hires. Oversee the bar, bar stock together with reviewing and update bar price list year on year. Monitor progress of event-planning to ensure efficient delivery and progress towards completion. Undertake effective evaluation and review of events to maximise sales within a competitive market. Understand and be responsible for the schools premises licence and licensing objectives. Communicate with the local registry office and parish church in logistics for wedding ceremonies. To support the continuous improvement of procedures, systems and services relating to events, lettings and venue hire operations. Health & Safety Safeguarding, training To oversee all Health and Safety requirements relating to events and lettings, ensuring compliance with relevant legislation, School policies and best practice. Ensure the Schools Safeguarding Policy is adhered to when necessary for all events and hires. To complete and monitor all Health & Safety checks, inspections & statutory requirements prior to approving lettings, ensuring the school remains audit & ISI inspection ready. Ensure that risk assessments are completed in accordance with School Policy for events and hires. To ensure that all contractor, hirer and event documentation is received, reviewed and stored appropriately before events take place (DBS, insurance, RA, safeguarding policy, etc). Conduct pre & post-event inspections, ensuring facilities are safe, secure, clean and fit for purpose. To respond appropriately to incidents, emergencies and operational issues, taking prompt action to minimise disruption and maintain a safe environment. To maintain accurate records and produce reports relating to lettings, events, Health and Safety compliance and income generation as required. To attend and successfully complete all relevant Health and Safety, safeguarding and compliance training necessary to fulfil the responsibilities of the role. Communication & Relationships Ensure excellent communication and fast response with clients regarding events, including follow ups on enquiries to help create more bookings. Meet with the Bursar regularly. Ensure the discussion and communication on events issues, needs & procedures with all parties. Support effective communication and conclusions of meetings and any other documentation or memos to the relevant members of staff. Finance Manage appropriate income and expenditure budgets and contribute to the annual budget process, including staff/food/building costs in relation to events producing revenue for the school. Prepare quotes for clients. Liaise with accounts for invoicing and making sure payments have been paid from events and hires. Log and keep up to date information of income from external events. Research competitors pricing to remain competitive in the surrounding market. Other duties of a commensurate nature as required by the Bursar / School from time to time. Person Specification Essential Demonstrate experience in a commercial sales and marketing role. Evidence of a proven ability to manage events and deliver excellent customer service. Demonstrate the ability to create, present and implement projects with foresight and effective forward planning & organisation skills. Display an aptitude to be creative, generate new ideas, and develop them into successful initiatives. Provide evidence of an ability to work unsupervised, use own initiative and manage own time. Demonstrate excellent communication and presentation skills with the ability to liaise tactfully and effectively with staff, pupils, visitors and the public. Demonstrate a willingness to be adaptable, flexible and to work unsociable hours as sometimes required by the job. The role will require some work at weekends and Bank Holidays. Provide evidence of a positive, proactive attitude, with the proven ability to analyse and evaluate complex issues and provide appropriate solutions. Able to demonstrate a good understanding of financial constraints. Excellent IT skills to navigate software systems and proficiently use Microsoft Office. Strong oral and written communication skills, to represent the school in the best possible light. To deal with challenging deadlines and workloads, be organised, calm and efficient under pressure. Be aware of the importance of Health & Safety & all checks needed prior to all lettings taking place. * We are only able to accept applications from candidates with previous experience for this role. If you do not hear from us your application has been unsuccessful. TPBN1_UKTJ