National Army Museum Trading Ltd (NAMTL) Royal Hospital Road, Chelsea, London SW3 4HT. Post: Venue Sales and Operations Manager Post No: NAMTL 179

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1 National Army Museum Trading Ltd (NAMTL) Royal Hospital Road, Chelsea, London SW3 4HT Post: Venue Sales and Operations Manager Post No: NAMTL 179 Reports to: Assistant Director (Commercial and Visitor Experience) Introduction The National Army Museum (NAM) undertakes trading activities through its wholly owned subsidiary, National Army Museum Trading Limited (NAMTL). Scope This is a unique opportunity to join a dedicated and passionate team and assist NAMTL in all areas of events and commercial hire of corporate spaces. The Venue Sales and Manager is responsible for client account development and commercial income generated from Venue Hire (Corporate and Private) and Birthday Party bookings. Generating sales and converting enquiries into confirmed bookings, the job-holder will secure revenue for NAMTL by proactively researching new markets and working on new business opportunities. The job-holder directly line manages an Events Assistant post, and is also responsible for managing contracts, contractors and budgets. Job role The job-holder is responsible for maximising revenue from the Museum s spaces and will proactively sell, coordinate and deliver commercial hire and events, and identify, develop and convert revenue from new business leads whilst maintaining existing relationships. The job-holder will support the Museum s reputational development and provide excellent services to enhance the Visitor Experience. Job Description The Venue Sales Manager is responsible to the Assistant Director (Commercial & Visitor Experience) for: 1. Venue Hire and Birthday Parties (a) Acting as the main point of contact for all incoming venue sales enquiries following initial contact stage. (b) Preparing quotes for clients and ensuring all enquiries are followed up promptly and professionally to maximise conversion rate from enquiry to booking confirmation. 1

2 (c) Meeting clients and carrying out show rounds of the venue. (d) Liaising with clients and internal suppliers to ensure operational requirements are co-ordinated. (e) Ensuring each event runs smoothly by working with the events suppliers and client and acting as the venue point of contact on the event day. (f) The on-going development of the Museum s venue hire and birthday party offer and venue hire packages. Building the Museum s relationships with new and existing clients and suppliers to increase the customer base and sales potential. 2. Promotion and Sales Delivery (a) Maximising venue sales and commercial events turnover and profit, and working to grow the business in order to support NAMTL and NAM s long-term financial viability. (b) Promoting the facilities to prospective external clients by demonstrating an in-depth knowledge of the building and packages on offer. (c) Planning, producing and effectively delivering all printed and online marketing and advertising material in support of the birthday party and venue hire; including content for the Museum s website. (d) Attending trade and consumer exhibitions and other events to network and promote the Museum and its venue hire and commercial event offer. 3. Financial Management and Sales Analysis (a) Meeting monthly and annual targets and finding new income streams to maximise all income generating opportunities. (b) Preparing and presenting figures, recommendations and commentary to the Assistant Director (Commercial & Visitor Experience) in relation to the performance of the venue hire, commercial event and birthday party business. (c) In conjunction with the Assistant Director (Commercial & Visitor Experience), maximising all income generating opportunities through effective information collation, monitoring and analysis. Evaluating and reporting on events booking patterns. 2

3 (d) Effectively managing the events budget, ensuring where applicable events and packages stay within budget. Ensuring prompt payment is made to suppliers were applicable. (e) Producing accurate invoices and fee schedules for every event, ensuring that all bookings are confirmed with correct documentation and prompt invoicing procedures and that both client and suppliers agree the terms and conditions of hire. (f) Protecting any financial investment made through ensuring that events are delivered and managed to the highest possible standards, including the signing of event agreements and overseeing the payment of fees to organisers. 4. Administration (a) The production and management of clear and timely briefs, schedules, contact lists, and briefing notes to all involved in the delivery of the events (internally and externally). (b) Leading or acting as a member of project teams for the development of new initiatives 5. Resource Management (a) The post-holder directly line manages the Events Assistant. (b) Responsible for the motivation, management and training of divisional Museum staff, contractors, volunteers, interns and apprentices, exercising a proper duty of care over them. (c) Responsible for delegated budgets. Monitoring and controlling budgets and resources to ensure best value. 6. Internal Relationships (a) The post-holder will be required to develop and maintain positive working relationships with all NAM and NAMTL colleagues to market and execute events and to develop existing and new commercial income streams both on and off site. (b) To work closely with the Duty Managers and Visitor Experience staff in organising and co-ordinating events, and ensuring the smooth running of venue hire activity. (c) The post-holder will have specific responsibility for the management of contractors. 3

4 7. External Relations (a) Developing and co-ordinating relationships with third party suppliers, or contracts for work, achieving best value, co-ordinating to create an effective delivery mechanism for events and functions. (b) Liaising with the Museum s appointed catering contractors and monitoring performance on a regular basis, with a view to maximising on-site sales and ensuring client expectations are met. 8. Risk Management and Health & Safety (a) The operation and review of agreed operational procedures and policies in relation to the delivery and catering of events and functions, ensuring these are communicated effectively to internal and external clients. Advising of any updates to the terms and conditions of hire for clients and suppliers. (b) Be committed to good health and safety and access practice, ensuring familiarity and compliance with Museum policies, procedures and guidelines and the health and safety of visitors, staff, volunteers and contractors at all times. (c) Responsible for ensuring the health, safety and welfare of members of the public, staff, contractors and volunteers in all commercial matters. (d) Arranging and conducting site visits of the facilities with prospective and confirmed clients as required and with suppliers to ensure the safe and smooth running of every event activity. (e) Maintaining effective liaison with and take guidance from the Museum Director to ensure adequate protection of personnel, the site and its collection during events. (f) Be responsible for ensuring risk assessments and method statements are supplied as required. (g) Be fully conversant with relevant statutory Health & Safety at Work Regulations and act in accordance with the contents of the Museum s Health & Safety at Work Manual, Fire Orders and Museum Security Orders at all times. He/she will be responsible for ensuring that these instructions are implemented within the designated management area. (h) Ensuring that all relevant licenses are held by the Museum to facilitate Corporate Venue Hire, Commercial Events and Catering activities are current and that conditions met at all times. The jobholder will also be the Museum s Premises Alcohol Licence holder. 4

5 9. In addition, the post-holder is required to: - (a) Act in every way so as to preserve the Museum s reputation and good name in all areas of its work and be fully committed to openness and transparency in all its dealings. (b) Ensure that the Museum s Accounting and Financial procedures are strictly adhered to and embed a culture of control and financial discipline. (c) Co-operate fully with the Director General and Management Team in pursuance of the Museum s aims, as set out in its Royal Charter, and to enhance the Museum s standing and reputation through its contacts with the public and the media. (d) To play a full part in the generation of income, and to avoid breaches of financial regularity and propriety, the misapplication of funds, or waste of resources. Effectively managing delegated budgets and projects and be responsible for the proper exercise, as instructed, of any delegated financial powers, having express regard to the Director General's appointment as the Museum's Accounting Officer; especially to promote efficient and cost-effective methods of working to keep strictly within planned budget allocations. (e) Take due care to assess and manage risk, having regard to the NAM's Risk Management Policy; (Risk Management at the NAM: Matrix of Risks). (f) Carry out his/her duties in accordance with the NAM s Equal Opportunities Policy. (g) Travel to and operate from the NAM s outstations or locations where the Collection, or parts of the Collection, or other NAM property or services are held, or carried on, as and when necessary. UK and some foreign travel may be required. The postholder will be required to work off-site including at the Museum s facilities at Stevenage. (h) Chair Museum committees, teams and working parties, as delegated by the Assistant Director (Commercial & Visitor Experience) and represent the Museum on external committees, as required. (i) Support presentations to the NAM Council (Trustees), the Senior Management Team and members of staff as requested. (j) If the Museum s operational needs make it necessary, the postholder and/or Commercial and Visitor Experience function may be assigned to any other Museum Department or Division. 5

6 10. The appointment is permanent (subject to a six-month probation period) and full-time, working 37 hours per week (net), 5 days out of 7. The salary is 30,000pa inclusive. The post-holder is required to give three months notice in resigning. 11. The appointment will be subject to a security clearance through Disclosure Scotland. 12. This job description sets out the key responsibilities and tasks of the post and is not exhaustive. It may alter with the changing needs of the Museum. This job description may be reviewed and updated annually. 13. The National Army Museum is an equal opportunities employer. Janice Murray, Director General September 2017 National Army Museum Signature:.. Date:. 6