EVENTS COORDINATOR INFORMATION FOR CANDIDATES

Transcription

1 EVENTS COORDINATOR INFORMATION FOR CANDIDATES November 2017

2 Advertisement Events Coordinator Full Time 35 hrs/wk Salary: 18,000-20,000 + up to 12.5% pension contribution + other benefits Location: Henry Moore Studios & Gardens, Perry Green, Much Hadham, Herts. This is an exciting opportunity to join a busy events and visitor services team in a thriving cultural environment, where your customer skills and event management flair can flourish. The Henry Moore Foundation, established by one of the greatest sculptors of the twentieth century, owns the largest collection of the artist s work, which visitors can appreciate at his former home, gardens and studios in the small hamlet of Perry Green, located in the beautiful countryside of Hertfordshire, near Bishops Stortford. We aim to inspire and inform people of all ages and backgrounds to enjoy and appreciate sculpture, whether they have an interest in or are studying the arts, visiting with their family for a day out or getting married in our stunning surroundings. We are looking to appoint a bright, well organised individual to welcome groups and event hirers to Henry Moore Studios & Gardens, organising their bookings and ensuing that facilities offered are of the highest possible standards for the enjoyment of all. The postholder will assist with the organisation and delivery of events, providing excellent customer service, and will participate in the weekend duty management rota during visitor season. The successful candidate will have a keen interest in the arts and will have some experience (paid or voluntary) in events management and in dealing with members of the public - ideally in the cultural, tourism or hospitality sectors. A can do enthusiastic attitude, excellent organisational skills, a commitment to high levels of customer service and an ability to motivate others are essential for this role. Training will be provided. This is a full time permanent position, working predominantly Tuesday to Saturday with some Sundays and bank holidays, in visitor season and Monday to Friday in winter season. If you are excited by this opportunity and, having read the job specification, you have the credentials to meet the requirements of the role, we would be delighted to receive an application from you. A recruitment pack and application form are available on our website, where further information can be found about the Henry Moore Foundation: Accommodation is available on the estate at a modest rent if required. CLOSING DATE FOR APPLICATIONS: 5pm on Thursday 30 November 2017 INTERVIEWS: Thursday 7 th or Monday 11 th December at Perry Green, East Hertfordshire. We are looking to appoint a candidate who is available to take up the post in January. 2

3 1. Introduction Henry Moore changed the way we see sculpture. His Foundation continues to do so today. The Henry Moore Foundation was established by one of the greatest sculptors of the twentieth century. Today it is the largest artist-endowed grant-giving foundation in Europe. At the Foundation, we would like as many people as possible to enjoy and appreciate sculpture and in particular the work of Britain s greatest sculptor, Henry Moore. We want to inspire and inform people of all ages and backgrounds, whether they have an interest in the arts, are studying sculpture or visiting with their family for a day out. We want to extend our reach to worldwide audiences through international touring of our collection; and to support the development of sculpture through our grants programme. We have bold ambitions that require us to capitalise on our assets in order to achieve these aims. The Henry Moore Foundation is a registered charity, founded by the artist in 1977, in the last decade of his life, to encourage public appreciation of the visual arts, and in particular the works of Henry Moore. Our primary objectives are to preserve Moore's legacy at his home in Hertfordshire and through exhibitions of the Henry Moore Collections worldwide; supporting the study of sculpture and research at the Henry Moore Institute in Leeds; and awarding grants to sculpture projects in the UK and abroad. 2. Henry Moore Studios & Gardens, Perry Green Perry Green is the small hamlet near Much Hadham in rural East Hertfordshire, where Henry Moore made his home. Moore lived in Hoglands with his family for nearly half a century and created his extraordinary sculptures, prints and drawings in the various studios within the grounds. In 1977 Perry Green became the headquarters of the Henry Moore Foundation. 3

4 Visitors to Henry Moore Studios & Gardens can experience Moore s home and studios and enjoy his monumental bronze sculptures sited in the natural environment as he preferred. From natural meadows and woodland to formal gardens, the landscape offers a stunning setting in which visitors can enjoy Moore s work. There are 72 acres of beautiful countryside estate, encompassing five of Moore s former studios, an exhibition gallery and the sixteenth century Aisled Barn which houses Moore s exceptional tapestries. The Aisled Barn, offers a unique space for weddings and events. Visitors to the Foundation can also enjoy the facilities at The Hoops Inn on the village green. The Aisled Barn In 2016 the Foundation opened stunning new visitor facilities at Henry Moore Studios & Gardens, incorporating a new shop, café and meeting spaces, which have met with unanimous public approval. The facilities are hired for corporate and private functions. New Visitor Centre & offices at Henry Moore Studios & Gardens Visitor numbers to Henry Moore Studios & Gardens vary from 17,000 to 34,000 over the seven month visitor open season from April to October, depending upon the popularity and profile of the annual exhibition. The winter season, from November to March, is currently closed for daily visiting, but the Foundation is planning to extend its opening times and programme of events into these months. 4

5 3. Collections and Touring Perry Green is home to the Foundation s collection of Moore s work consisting of over 12,000 objects, including monumental bronzes, wood and stone carvings, maquettes drawings, graphics, tapestries and textiles. The Henry Moore Exhibitions & Collections team organises a busy programme of national and international loans and exhibitions each year, taking the Henry Moore collections to thousands of people worldwide. 4. Henry Moore Institute, Leeds The Henry Moore Institute is a world-recognised centre for the study of sculpture in the heart of Leeds, offering a research centre, library, sculpture archive and exhibitions venue. The Institute hosts a year-round programme of exhibitions, conferences and lectures, as well as developing research and publications, to expand the understanding and scholarship of historical and contemporary sculpture. 5. Principal Aims of Role The Events Coordinator organises the smooth running of all groups and school visits to Henry Moore Studios & Gardens and assists with the delivery of events, ensuring attention to presentational detail and delivering the highest possible standards of customer service. 6. Job Description Responsibilities: Handle all enquiries regarding schools and group visits and private events, ensuring that all are responded to promptly. Promote personal tours and tour group visits, including via telemarketing, to secure advance bookings to achieve annual targets. Manage personal tours and tour group bookings, confirming dates, guided tours and catering, plus associated invoicing. Encourage the take up of Friends membership to achieve annual targets. Manage relationships with schools, informing them of seasonal opening times, taking and confirming bookings and ensuring that school visit guidelines are followed. In liaison with the Visitor Centre & Retail Supervisor, welcome all groups and school parties, introducing them to their guides and pre-planned activities, giving each an introduction to the estate and exhibition. Liaise with the caterers to confirm all catering requirements for tour bookings either at The Hoops Inn or Visitor Centre Café, reconfirming bookings prior to each visit. Recruit, arrange training for and supervise the team of volunteer guides, arranging bookings for tours and processing their travel expense claims; and arranging their annual day trip. During visitor open season, act as weekend duty manager as part of a rota, ensuring the smooth running of the visitor centre ticketing and retail operations and working as part of the team. 5

6 Support the Visitor Services & Events Manager with weddings and private hires, organising and delivering these events to the highest standards of customer service. Assist with the organisation of other events from press launches to workshops to academic symposia, and staff events in liaison with the HR team. Liaise with event suppliers to ensure efficient delivery and removal of equipment and compliance with the Foundation s requirements regarding risk assessments, health & safety, public liability insurance etc. Monitor all event invoicing between the caterers and the Foundation, allocating costs to the appropriate tours and events, recharging customers as required and invoicing the caterer for the Foundation s commission. Ensure that the events/visitor calendars, and event folders are kept up to date. Ensure that event hire invoices are issued in line with contract terms and paid in a timely fashion. Ensure that the website contains clear, up to date, accessible information about private hires, weddings, events, groups and school visits. Manage the events photo database seeking reproduction permissions and grouping key images for powerful presentations. Maintain the groups database to ensure contact details are up to date; research and generate new contacts for potential specialist group visits (e.g. photographic groups), to provide a target number of new leads per annum. Any other duties that may reasonably be required. 7. Person Specification The following experience, skills and attributes are required, or desirable, to fulfil this role. These criteria will be used to shortlist potential candidates so, when completing your application form, please give examples of these skills and experiences, either in a paid or voluntary capacity: A keen interest in the arts (required) Experience in events or customer services (required), ideally in the cultural, heritage/tourism or hospitality sectors (desirable) Experience and confidence in dealing with members of the public (required) Experience of cash handling (required) Takes pride in delivering the highest levels of customer service (required) Good organisational skills to plan and deliver tasks on time (required) Good face to face and telephone communication skills and ability to represent the Foundation (required) Excellent attention to visual detail for room set up etc. (required) Ability to supervise and motivate staff/volunteers (required) Enjoyment in working as part of a team (required) A can do enthusiastic attitude and willingness to undertake a range of tasks (required) 6

7 Good listener, approachable and calm under pressure (required) Good literacy and numeracy (required) Competent in use of Microsoft Word, Excel and Outlook software (required) Knowledge of EPOS (electronic point of sale) till systems and of databases (desirable) - or willingness to learn new systems and undertake training. Ability to work flexible hours, weekends, bank holidays and some evenings (required) 8. Line Management The Events Coordinator is part of the Enterprise team and reports to the Visitor Services & Events Manager. The post-holder will also observe the security, health and safety requirements set by the Operations Manager. 9. Hours of Work This is a full time, year round position, where the contracted hours remain as 35 per week worked over five days, but across two seasonal working patterns: visitor season and winter season. During the visitor season (currently from Easter to October) the predominant days of work are Tuesday to Saturday with some Sundays and Bank Holidays, plus occasional evenings for events. In the winter season (currently November to March), the regular days of work are Monday to Friday with weekend and evening working as required for events; however winter weekend working will be increasingly required year-round as the winter programme of events is developed. In visitor season, weekend duty management and events are worked on a rota basis with the Visitor Centre & Retail Supervisor where each post-holder will work on average three weekends out of four. When the winter programme becomes more fully developed, weekend duty management will be worked as required in rotation between the two posts. Flexible working hours will be required on event days. We currently manage approximately 20 events per year, including weddings, and this number is likely to double within the next two years. Overtime will be payable for bank holiday and late night working. Time off in lieu will be given for other additional day time work (see Terms & Conditions below). 10. Basic Terms and Conditions This is a full time permanent position. The selected candidate will be required to provide a passport and proof of address or other evidence to show that s/he is eligible to work in the UK. The salary scale offered for this position is 18,000-20,000 p.a. Appointments are usually made at the starting end of the scale or commensurate with experience. The normal working week is 35 hours (see section 9). Monday to Friday hours are worked from 9.30am to 5.30pm including one hour (unpaid) for breaks; Saturday, Sunday and bank holiday hours are worked 10.00am to 6.00pm including one hour (unpaid) for breaks. Where bank holidays and evenings are worked in addition to the contracted 35 hours per week, they are paid as follows: (i) working on bank holidays will be paid at time and 7

8 a half; (ii) working on late night events will be paid at single time; and (iii) any other additional hours worked will be reimbursed as time off in lieu. Time off in lieu must be taken within reasonable time and cannot be allowed to accrue over one month. No payment will be made in lieu of un-used time off in lieu. On site accommodation may be booked (free of charge) when working on events/weddings that finish after midnight. 23 days paid leave per annum plus three additional days at the discretion of management (usually offered between Christmas and New Year when the Foundation s offices are closed). The leave year runs from 1 January to 31 December. At least two weeks of the annual leave entitlement must be taken during the winter season (1st November to Good Friday). Probationary period of 6 months. Notice period of one calendar month or one week during the probationary period. New employees will be auto-enrolled into a pension scheme. Both the Employee and Employer will be required to contribute 1% to the NEST pension scheme, this contribution rises over the next few years to 3% when it is capped. Permanent postholders are invited to join the Foundation s Group Personal Pension Scheme (currently with Scottish Widows) into which the Employee is required to contribute 5% and the Employer will contribute 12.5%. All employees are advised to make contributions into a pension scheme. You may opt out if you chose to do so. Further details will be given to appointed candidates. The place of work is the Henry Moore Foundation, Henry Moore Studios & Gardens, Perry Green, Much Hadham, Hertfordshire, SG10 6EE. Occasionally, employees may be required to visit the Henry Moore Institute in Leeds to work for one or two days at a time. All travel expenses will be reimbursed in accordance with the Foundation s Expenses Policy. The selected candidate will be required to undertake an Enhanced DBS (Disclosure and Barring Service) check formerly known as a CRB (Criminal Record Bureau) check - before permanent employment will be confirmed; employment will not be unreasonably withheld, but if the DBS check discloses any findings that are relevant to the employment and which were not declared on the job application form or at the time of an offer of employment, then this may result in the withdrawal of an offer of employment. 11. Practicalities of Working at Perry Green The Foundation s offices are set in a beautiful rural location but this means that it is necessary to have your own transport to get to work. The local bus service is extremely infrequent and the nearest bus stop is 1.5 miles away. There are no shops in Perry Green so employees bring their own lunch to work. 12. Application Process If you are interested in this position and, having read the job specification, you have the credentials to meet the requirements of the role, we would be delighted to receive an application from you. Please apply using the application form supplied. When completing the form it would be helpful if you could address the requirements of the person specification and tell us about any gaps in your employment history. Thank you. 8

9 Further information about the Henry Moore Foundation is available at our website: Please return your completed form (no CVs please) to Terry Millson at by 5pm on Thursday 30 November Interviews will take place for shortlisted candidates in Perry Green on Thursday 7 th or Monday 11 th December Thank you for your interest in the Foundation. Human Resources Department, Henry Moore Foundation 9