Assistant Events Manager

Transcription

1 Assistant Events Manager Job Description Person Specification May 2017 glive.co.uk hqtheatres.com The UK s premier provider of live entertainment and hospitality

2 is one 12 venues within HQ Theatres & Hospitality s (HQT&H) current portfolio of regional theatres and concert halls. HQT&H currently manages 18 auditoria on behalf of local authorities, with capacities ranging from a 200 seat arts centre to a 2,400 seated/standing theatre. Last year HQT&H programmed a total of 2,354 shows which attracted attendances of over 1.5 million. HQ Theatres & Hospitality (HQT&H), the UK s second-largest venue operator, is a division of Qdos Entertainment Ltd, one of the largest entertainment Groups in Europe. Located in the heart of the prosperous Guildford town centre, is a remarkably flexible venue capable of accommodating the varied needs of professional touring shows and local community organisations, as well as being a vital linchpin within Guildford s business and leisure tourism offer. The Main Hall is a highly flexible space with a seated capacity of 1,031 rising to 1,700 in standing format. It has class-leading acoustics, excellent technical facilities and is highly accessible. The venue includes the Bellerby Studio and the Glass Room (both 100 capacity) and a range of meeting and function rooms. Employment type: Salary: Hours: Work location: Purpose of the role: Full Time, 17,000-18,000 per annum 40 hours per week, including evening, weekend and Bank Holiday working. The post attracts no additional payments for overtime or late working. Time is given off in lieu. You will be based at, London Road, Guildford and may be required to travel to and work at other HQT&H venues. Approved travel expenses will be reimbursed. The post holder is responsible for assisting the Event Manager to deliver hospitality, conference and private events business at. S/he will ensure the highest quality in service to meet the great range of requirements of our many clients. An important part of the role is client liaison from the point of first contact to the completion of an event. The post holder also acts as a duty manager as required to operationally oversee the hospitality events and other programmes, in conjunction with Front of House colleagues. Our ideal candidate: For an informal discussion contact: Closing date: 14 th June 2017 How to apply: Is a hardworking, organized and dedicated professional with customer care at their heart. Jenna Wright, Events Manager jmwright@glive.co.uk Complete the HQ Application Form available at glive.co.uk and submit with a covering letter to jmwright@glive.co.uk. Tell us why you think you are suited to this role, why it interests you and how we ll benefit from having you on board! Enclose a CV too if you wish.

3 ASSISTANT EVENTS MANAGER REPORTING You will report to the Events Manager. The posts you will line manage in this role include the Events Supervisors and casual staff. You will also be responsible for contractors and visiting company staff. KEY ACCOUNTABILITIES Organisational To directly assist the Event Manager with the delivery of all events To promote through a series of relevant tactical marketing activities in partnership with the Marketing Department To work closely with all internal departments to devise innovative packages and promotions To manage events operationally to ensure exceptional levels of service are achieved To liaise with the Front of House Manager, ensuring the smooth operation of all hospitality led events To implement and monitor service standards, standard operating procedures and all housekeeping of our event space. To establish a visible and accessible management profile throughout the venue in order to foster good relations and to provide support, advice and assistance to all staff and visitors Administrative To assist where necessary with the Sales and Events Managers to ensure s diary management system is accurate and up to date with forthcoming room requirements To administer and maintain a standardised enquiry handling procedure in order to maximise hospitality revenue Support the correct administration of events and liaise with various internal department Attending operational meetings as required Finance To be aware of all company requirements for month end procedures and understand the profit and loss reports To produce invoices and process banking in accordance with company standards, procedures and policy Conduct accurate timely cashing up procedures and create the appropriate records on time Client Liaison Liaise with customers to ensure all upselling opportunities are realised To assist where necessary with response to enquiries To act as the first point of contact for all corporate clients as necessary To ensure all enquiries are properly recorded and chased appropriately

4 Health and Safety Support the Hospitality General Manager and Front of House Manager in raising awareness and implementation of the company s Health and Safety Policy To understand and have a working knowledge of all current Health and Safety legislation, Licensing regulations and Food Hygiene legislation Undertaking and documenting risk assessments for buildings and site, ensuring risk assessments are distributed to required departments. Ensure all duties are carried out in accordance with departmental and company Health & Safety procedures. OTHER DUTIES AND RESPONSIBILITIES The post holder will: Dress in accordance with Company uniform policy and wear protective clothing as issued, if applicable. Attend meetings as required and if required take notes. Undertake any relevant training and development that may be required and keep abreast of developments in his/her field of expertise. Carry out any other duties as required from time to time, taking into consideration the grade of the post and the capabilities of the post holder. This Job Description is not an exhaustive description of your duties. You will be required to adopt a flexible approach to your role and responsibilities. In particular, from time to time, you may be required to undertake such alternative or additional duties as may be commensurate with your skills, experience and capabilities.

5 PERSON SPECIFICATION In order to be considered for this post you will need to evidence and demonstrate: Experience Experience in the leisure and hospitality sector would be beneficial High levels of literacy, numeracy and strong computer skills, including Excel and Word. Plus experience of using point of sale and/or entertainment ticketing computer systems Excellent communication skills, both verbal and written and an excellent manner when dealing with the public, stakeholders and industry colleagues Excellent organisational skills Ability to prioritise own workload and meet deadlines The ability to perform well as part of a team and take on a lead role in projects as required Experience of cash handling, banking and implementing cash handling procedures Experience of managing consumables / perishable stock and delivering catering services within appropriate food hygiene legislation Attitude Positive approach to problem solving Ability to work effectively as part of a team Flexible approach to duties and working hours and a willingness to work anti-social hours A willingness to undertake developmental opportunities Desirable Level 2 Food Safety qualifications Experience of staff supervision Full driving license