Programme & Venue Hire Coordinator // Union Chapel (London) [EXPIRED]

Job Title: Programme & Venue Hire Coordinator (Maternity Cover)
Responsible to: Head of Events & Programming
Purpose of role: Responsible for administrative support for our space users across our spaces, and administrative support to the Head of Events and Production team.
Line Manages: Visitor Services Assistant
Salary: £31,000-£33,000 depending on experience
Start date: ASAP
Terms:

Fixed term contract – one year maternity cover
37.5 hours per week
23 days annual leave + bank holidays
One month probation, one months’ notice.
Some evening and weekend working required.
This is primarily an onsite role; flexible working requests will be considered in line with business needs.

Key Duties & Accountabilities

EVENTS, CLIENTS AND CUSTOMER SUPPORT

Ensuring event listings and venue tickets are set up and ready for on-sale, working with promoters to manage allocations and providing sales updates
Support and respond to all space hire related enquiries – support in sending availability requests to organisers and, pencil updates and confirmations, when requested utilising the room booking software.
Support pre-show customer communications, ticketing and events mailbox queries for the venue, along with the Visitor Services Assistant and ticketing partner.
Create and communicate essential customer information including dinner, ticket and access requirements to the Venue Manager, clients and Margins Team.
Work with the Marketing Manager to identify key events to promote, competitions, offers and internal programming promotions.

ADMINISTRATION & OPERATION SUPPORT

Support the Head of Events by commercially promoting and taking bookings for hire spaces, and supporting a commercial hire review and strategy
Line Manage the Visitor Services Assistant*
Manage the pre and post booking of all hall hires –working with clients to understand requirements, getting feedback on hires, and preparing and issuing invoices.
Greet new hall hirers on their first day and make them aware of health & safety, emergency and security procedures.
Coordinate with the Venue Manager to ensure rehearsal cover is booked, and there is adequate staff for all hall hires bookings.
Managing ticket allocations and updating booking forms accordingly - supporting Promoters and Organisers with finalising ticketing allocations for all events, and managing our internal ticket allocation and guest list.
Support the bar teams with deliveries.
Act as a key-holder for the building and be responsible when necessary for opening and locking the building as required.

*For this fixed term role, we will consider applicants with no line management experience, and adjust the role accordingly if appointed.

INTERNAL PROGRAMMING

General space hire, administrative and onsite support for our developing internal programme of large and small events, community activities and workshops, across our spaces over the coming years
On-sale reports with internal programming, regular reporting and flagging issues & identifying possible solutions and promotions with the team

GENERAL

Supporting the Head of Finance and team in implementing and monitoring new IT systems and debt recollection.
Support the team to record and evaluate progress against key Drivers for Change, such as diversity, accessibility, environmental sustainability and other key areas related to venue and hall hire
Cover the buzzer and answer general telephone enquiries, primarily over lunchtime but as required.
Supporting team members with general administration including UCD staff meetings, agendas, scheduling, attendance and co-ordinating seasonal offers.
Be fully conversant with emergency and evacuation procedures and support evacuations of the building and assist the Facilities Manager with the coordination of the Fire Alarm test, when necessary.
Undertake any other duties that may be reasonably required by the organisation

Person Specification

Essential

You must already have the right to work in the UK, as we are unable to offer visa sponsorship
Proven experience of working within a large team within an event or theatre environment.
Proven knowledge and experience of using room booking and ticketing software programmes
Awareness of Health and Safety practice within a venue setting
Excellent standard of both written and spoken English with the ability to communicate effectively with a wide variety of people in a confident, professional and friendly manner

Desirable

Working knowledge of Yesplan and Pazaz
Experience of line management
Experience working with event organisers, and promoters
Experience working with a community-led organisation
Minimum 2 years’ experience in a similar role
First Aid at Work qualification Page 4 of 4
Experience of working with and supporting clients with varying experience and demands, from major international promoters to new upcoming or community producers/promoters and community groups
Experience of managing entry-level staff or trainees
Understanding of the role music and the arts has in changing lives