Role Profile for the post of
Events and functions Coordinator
REPORTING TO: Commercial Services Manager
LOCATION: Clumber Park
Part Time (22.5 hours per week)
COMPETENCY FRAMEWORK LEVEL: 1
The Hospitality and Special events co-ordinator is responsible for ensuring the
smooth and efficient delivery of third party events, weddings, hospitality
functions and commercial special events. The post holder is responsible for
both developing new commercial events sales opportunities and for ensuring
that new and existing commercial event offers are effectively promoted.
The post holder will work in partnership with the property team, especially the
Operations Manager, the Commercial Services Manager, the Retail and Sales
Manager, the Catering Manager and the Marketing and Communications
Occasionally situations may arise that require the post holder to perform other
duties or tasks as may be reasonably requested by the Trust.
KEY RESULT AREAS:
Actively seek new third party events and weddings events opportunities
at Clumber Park and support the Nottinghamshire portfolio in wedding
and function development.
Continually improve the wedding package offer to ensure maximum
profit. Track performance and report regularly to the operations
manager on this.
As directed by the commercial services manager, be responsible for all
aspects of commercial event delivery from planning to on the day
Implement and build the wedding business at Clumber Park, delivering
year on year increased sales through effective selling techniques.
Support and assist PHODs to plan and deliver their own non
commercial event plans. Assist the Commercial services manager in
ensuring that health and safety considerations have been met by the
PHOD prior to the event taking place and that a sound record is kept.
Build a list of accredited suppliers and partners to maximise profit from
third party events and weddings.
Support the property business plan by inputting into the property based
marketing and communications plan.
Support the General Manager to ensure the protection of the Trust’s
reputation, holdings and other assets through the operation of
appropriate controls and risk management techniques. Comply with
security, Health and Safety and emergency policies and procedures.
Be accountable for their personal development through the
Performance and Development Review (appraisal) process seeking out
opportunities to learn new skills. (Individuals with line management
responsibility are also accountable for the development of their staff.)
Take reasonable care for the health and safety of themselves and of
others who may be affected by their acts or omissions at work.
In addition, all employees are expected to work within the terms of their
contract of employment and adhere to Trust policies and the Competency
DIMENSIONS OF THE ROLE:
The role does not currently have responsibility for any direct reports how ever
leadership qualities are essential in delivering events on the ground.
The role is responsible for delivery of commercial functions and special events
income and expenditure budgets with and annual turnover of around £80,000
There is an expectation to increase this significantly and to deliver new
income generating business in line with the Property Business Plan.
This role has key internal working relationships primarily with other members
of the operations team as well as other heads of department at the property.
Key relationships will also be established with technical and specialist
advisors through our National Trust Consultancy and Supporter Services.
KNOWLEDGE, SKILLS AND EXPERIENCE
Understanding of customer service standards, engagement and market
Experience or relevant qualifications in delivering events and weddings in a
visitor attraction or heritage setting
Health and Safety qualification such as IOSH
Understanding of Trust approach to enterprise and business management
Understanding and experience within a conservation or heritage
Local communities and businesses
Operational Health and Safety practices and business requirements
Customer service delivery
Team leadership and organisation skills
Effective planner and strong completer finisher
Numerate, IT literate and confident analysing financial information
Confident administrator of contracts financial paperwork
Sales person, with strong deal closing abilities
Strong influencing and negotiating skills including diplomacy, advocacy
Experience in ensuring the highest standards of presentation
Strong Customer service skills
Experience at delivering weddings or special events/ exhibitions in a
heritage or visitor attraction environment
Risk assessing events
Management of third party suppliers
Managing and delivering a varied events programme
Compiled by: Jacqui Mooney
Date compiled/last reviewed: December 2012