Sales & Events Co-ordinator

Events

• Update and distribute daily introductions and checklists for all events
• Take final detail site visits and establish and record final details for all meeting room events
• Process and record all events requirements: rooms catering equipment decoration etc
• Provide accurate prices to the client based on their specific requirements
• Maximising upselling opportunities
• Ensure that all departments have appropriate and complete function sheets for their daily function meetings
• Manage all function food orders with relevant suppliers
• Manage the change logs
• Ensure all functions are carried out in accordance with agreed standards
• Support the Meet & Greet Desk when required.
  

Administration

• Develop and maintain filing archive and other administrative systems
• Manage the initial introductions & sending the appropriate checklist
• Maintain and develop the event database
• Process and record all final details and update function contracts. (Events 500)
• Manage the business on the books spreadsheet is kept up to date with final detail spends.
• Support the events team with up to date signage for events
• Provide accurate costing and charging information to the Events Finance Administrators
  
  

Customer Service

• Support the planning and organisation of all events
• Liaise closely with events team to ensure the smooth delivery of events
• Maintain good working relationships with all clients
• Monitor and respond to client feedback

Additional

• Attend team and function brief meetings
• Maintain a high standard of appearance when working with the public
• Work closely with all Rep & LoB staff to ensure excellent customer service

• Liaise with relevant Rep & Library of Birmingham staff as and when necessary
• Support and promote all company policy with specific attention to Equality & Diversity Customer Care Health & Safety and Data Protection
• Ensure a safe working environment is maintained at all times with particular regard to the health safety and welfare of customers visitors staff and yourself
• Support the organisation and its staff through the effective use of the performance management system
• Any other reasonable duties required to ensure the smooth running of UVB

GeneralResponsibilities

Adhere to and implement the guidelines procedures and policies of the company as detailed in the staff policies.

• Adhere to and implement the guidelines procedures and policies of the company as detailed in the staff policies (available from the staff handbook).
• Play a role in the life of the company and work across departments to develop a positive and engaged organisational culture including playing active and positive roles in staff forums/committees.
• Complete all mandatory elearning and training
• Be aware of and comply with rules and legislation pertaining to Health & Safety at work and abide by the procedures set out in the Health & Safety Policy.
• Take ownership for the safety of the working environment for your teams by being fully complaint with the Health and Safety policies rules and training for yourself and your team members including casual and freelancer staff.
• Be aware of and comply with rules and legislation pertaining to data security and GDPR at work and abide by the procedures set out in the Data Protection Policy.
• All staff are expected to demonstrate an understanding of and adherence to our safeguarding policy including a duty to report any issues of concern.
  
  

Any Other Duties

The duties and responsibilities set out should not be regarded as exclusive or exhaustive. The postholder may be required to undertake other reasonably determined duties and responsibilities within the organisation which are appropriate with the level of the role without changing the general character of the post.

The postholder may also be called upon to carry out duties that would not normally be associated with the post on a temporary basis where there is a strong organisational requirement for that to happen. The postholder would be given appropriate training and equipment to carry out any duties of this kind.

Key Relationships

This role forms part of theSales & Events will be managed by the Sales & Events structure may change from time to time based on business need but reflects the broad areas of responsibility.

Internal

• Members of the Senior Management team across UVB The Rep and The LoB
• Heads of Department across UVB The Rep and The LoB
• Staff groups forums and trade unions as required

External

• Providers suppliers
• Conference organisers and delegates
• The public
  
  

Person Specification

You must have...

If you do not demonstrate that you meet all these criteria you may not be shortlisted

• Experience of working in a conference & banqueting venue or a unique venues that delivers events.
  
• Minimum of 2 years experience in selling events.
  
• Minimum of 2 years experience of coordinating events is essential.
  
• Knowledge of events industry booking portals.
  
• Experience of CRM systems.
  
• Computer literacy and competence in drafting a range of documents is essential.
  
• A good telephone manner and confidence in client facing environments in essential.
  
• Excellent customer service skills.
  
• Takes the initiative and has commercial acumen.
  
• Diplomacy communication skills and good presentation are all essential.
  
  
  
  

Itd be great if you had
If we need to choose between candidates who meet the essential criteria we may take these factors into account.

• Experience of working in a producing theatre or similar charitable environment is desirable
  
• Experience of events 500.
• AV experience within events.

Terms and Conditions

Period of work: This is a permanentcontract subject to successful completion of a probationary period of 3months.

Pay: 29928

Hours:40 hours per week (full time).Evening and weekend work may be required on occasion.

Holidays: 20 days per year plus bank holidays rising to 25 days plus bank holidays with continuous service. The holiday year runs from 1 September to 31 August each year.

Notice period:4weeks

Location of work:Your main place of work will be Unique Venues Birmingham but you may be required to work permanently or temporarily at other locations locally.

Other benefits:Contributory staff pension 5% employee and 3% employer

Noncontractual benefits

• A day off for your birthday
  
• Freetouse employee assistance service
  
• Staff ticket discount
  
• Staff discount in The Rep food and drink outlets (when available)
• Access to salary sacrifice schemes including Bike to Work scheme and Health Cash Plans
• Numerous corporate discounts including 25% Season Ticket discount on parking at QParks

We actively encourage all staff to see shows as believe that being part of The Repproduct enhances everyones experience as an employee and ambassador. To ensure everyone has a chance to attend shows every staff member is invited to attend press night for all The Reps own productions along with further complimentary tickets where possible as well as competitive discounts throughout the year.

Theres no such thing as perfection
At the Rep we dont expect or look for the perfect candidate instead we look for people who can positively contribute to our team. In return you will be given support encouragement and all the right conditions to grow succeed and be your best. We are committed to creating an inclusive workplace where difference is a strength and every unique voice and skill is recognised and valued.

For us recruitment is more than a match against a job description its about feeling excited to come to work every day and being proud of who you work with and for. We believe The Rep is for everyone so however you identify whatever your background if you feel excited about this role then we urge you to please apply.

Its important to us that The Rep reflects the communities we serve and therefore we particularly welcome applicants from the global majority and D/deaf & disabled communities as these groups are not as well represented as we want them to be. As part of our Ramps on the Moon legacy we have experience in supporting individuals to Access to Work requests and encourage any and all staff who may benefit from the scheme to use it. We will always try to make the adjustments needed so that you can perform to the best of your ability and professionally thrive in a supportive and engaging environment. We want our Rep to be culturally informed and accessible to all so we encourage you to celebrate and share your own cultural experience and knowledge of our city proudly in your application.

We guarantee to interview anyone from these underrepresented groups whose application meets the minimum criteria for the post. By minimum criteria we mean that you must provide us with evidence in your application form which demonstrates that you generally meet the level of competence required for each competence (or could with reasonable support) as well as meeting any of the qualifications skills or experience defined as essential in the person specification.


Diversity Monitoring
Our ultimate aim is to have diversity of all kinds in every layer of the organisation and to help us keep track of our success we kindly ask you to complete an Equality and Diversity form alongside your application. Participation is voluntary but appreciated and your responses will be anonymous and not shared with the recruiting managers.

Environmental
As one of the largest producing houses in the midlands we are aware that we have a responsibility to the environment beyond legal and regulatory requirements. As such we are aiming to be carbon neutral within 10 years with sustainability at the forefront of our working practices and integrate climate aware work into our programme. We have committed to adopt the Green Book Sustainable Productions framework on a minimum of 2 productions a year. Our Environmental Working Group is comprised of staff from across organisation to become environmental champions and meet regularly to review and update our Environmental policy and plans. We are committed to exploring trailing and renewing ways in which the organisation and staff can reduce their environmental impact and carbon footprint.

Flexible working
We know flexibility is everything and we foster a working environment which is focused on outcomes. For this role you will be required to work specific hours and be present in the building to help with the running of performances. We actively encourage applications for job shares and will make every effort to accommodate these requests.

Safeguarding
The Rep is committed to safeguarding and operates an environment where all staff are expected to report any concerns about vulnerable people or about the behaviour or practice of colleagues and other people they come into contact with.

Offers
Any job offer we make is subject to:

• Receipt of 2 satisfactory references
• Proof of eligibility to work in the UK
• Role appropriate background checks
• Evidence of appropriate qualifications