Venue Services Manager

The James Hutton Group is at the forefront of addressing global challenges like climate change and food and water security.

We are looking for a proactive and experienced Venue Services Manager to lead the delivery of our venue services and ensure a professional welcoming experience for all visitorswhether in person by phone or online.

Based at our Aberdeen campus with occasional travel to Invergowrie near Dundee youll manage front-of-house operations and support day-to-day activities for staff tenants and guests across our Dundee and Aberdeen facilities. These venues host meetings workshops and conferences for a wide range of internal and external stakeholders.

Candidates should have relevant experience either through formal qualifications or hands-on roles in similar environments.

Full details are available in the job description below.

Main purpose of job

To manage and oversee venue services across both sites ensuring a professional and welcoming first point of contact for all visitors. Additionally you will provide a high-quality reception service for colleagues and tenants fostering a positive and efficient work environment. You will be responsible for the coordination and delivery of venue hire services including handling enquiries providing quotes coordinating event logistics and supporting marketing efforts to promote venue use.

Main duties of postholder

Team leadership and management

• Oversee and manage a team of Venue Services Coordinators across Dundee and Aberdeen.
• Set objectives manage performance and handle recruitment as necessary to ensure smooth operations and high standards of service.

Venue hire and event coordination

• Manage external enquiries for venue space hire and associated technology requirements providing clear and timely information.
• Issue quotes and formal confirmations to clients and coordinate logistics such as room layout and audiovisual needs.
• Liaise with catering providers to ensure timely and appropriate catering for events.
• Ensure the smooth running of all booked events by briefing staff and being present or on-call as the main contact point.
• Issue invoices post-event and seek feedback in order to continuously improve venue service
• Monitor income generated through venue services and contribute to regular reporting.
• Assist with the marketing and promotion of the venue spaces in collaboration with the communications team.
• Maintain high standards for room bookings from enquiry to completion including layout demonstrations confirmations and invoicing.
• Represent the new facilities during on-site tours and at external meetings/events.

Visitor and reception services

• Provide a welcoming and professional first point of contact for visitors colleagues and contractors.
• Manage access cards issue visitor information and guide guests to appropriate locations.
• Answer and direct phone calls and email enquiries for both sites ensuring timely and helpful responses.

Health safety and emergency support

• Deliver health safety and welfare instructions/inductions to visitors.
• Act as first point of contact for emergency and first aid situations including alarm activations and defibrillator use.

Mail shipping and logistics

• Receive sort and distribute mail and samples.
• Handle international shipments including customs forms and courier arrangements.
• Support transportation arrangements for staff and visitors when required.

Administrative support

• Assist with general administrative tasks such as photocopying printing laminating data entry document preparation and supply management.
• Provide support to tenants in line with their tenancy agreements.
• Manage merchandise sales handle financial transactions and promote selected fundraising campaigns.

Qualifications/Skills/Knowledge

Essential Qualifications

• Minimum HND/NVQ/SVQ level 3 or equivalent professional qualification.

Essential skills

• Strong interpersonal and communication skills to work with a wide range of stakeholders
• High standard of written and verbal communication skills.
• Ability to organise own work effectively prioritising competing workloads and working to tight timescales.
• Good computer/software literacy essential.
• Good attention to detail and accuracy.
• Creative proactive flexible and able to work to agreed deadlines.
• Strong project management and organisational skills in order to manage multiple bookings and demands simultaneously.

Essential experience

• Proven track record of providing customer services and managing people.
• Experience of working within/or for a similar working environment

Desirable Experience

• Venue support services experiences.

Additional Notes and Requirements

• This post is based at our Aberdeen site due to the requirement to cover reception services duties as well as manage the other venue co-ordinators. The post holder needs to be on site five days a week and will stagger timings so that there is a smooth cross over with the venue services co-ordinator and that reception is manned between 8am to 5pm Mon - Fri. The postholder will need to travel to our office in Dundee as required.

This role does not attract a certificate of sponsorship.

What we offer:

Employee Assistance Programme (EAP) - A confidential service available to support employees and their families with work or personal problems. Providing access to professional counsellors psychologists and work-life consultants available to help and support individuals in tackling all types of problems.

Annual Leave Generous entitlement up to 40.5 days a year with carry over possible and guaranteed time-off for Christmas.

Pension - Employer Contribution of 15% in a Personal Pension Plan and employee contribution flexibility.

Self-managed hours and Flexible Working option to manage and spread your working time in line with organisational needs to create a healthy work life balance.

We will not consider the use of 3rd party recruitment agencies for the sourcing of candidates for this position.

The James Hutton Institute is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

The James Hutton Institute is a: Stonewall Diversity Champion; Athena SWAN Silver Status Holder; Disability Confident Committed Employer and a Living Wage Employer.

The James Hutton Institute is Happy to Talk Flexible Working.