Venue Services Coordinator

The James Hutton Institute is a world-leading scientific research organisation tackling some of the most pressing global challenges including climate change sustainable agriculture and food and water security. Our Aberdeen and Dundee campuses feature modern flexible facilities designed to host conferences workshops seminars and meetings.

A key part of our success is creating a positive experience for everyone who interacts with the Hutton from initial enquiries by phone or email to visiting our campuses.

This role focuses on supporting the Huttons venue services ensuring all visitors and colleagues receive a professional welcoming and effective first point of contact whether online or in person. The post also provides front-of-house support for colleagues and campus tenants helping the Institute run smoothly and efficiently.

We are looking for candidates with relevant experience either through a suitable qualification combined with practical experience or through substantial hands-on experience in a similar role.

This position is based at our Craigiebuckler campus in Aberdeen. The standard work pattern is 8am4pm or 9am5pm; however some flexibility is required as occasional evening or weekend work may be needed to support events.

More information on the details of the post and the post holder can be found below in the job description.

Main purpose of job

To provide a professional venue support service for external visitors and a professional reception service for colleagues and campus tenants.

Main duties of postholder

Welcome and Reception

• Serve as the first point of contact for all visitors contractors and colleagues greeting them in a professional and friendly manner. Manage access cards provide visitor information and direct guests to the appropriate rooms or hosts.
• Answer triage and direct phone calls and enquiries monitor mailboxes and respond or forward messages to the appropriate person or team.
• Provide visitors with instructions and inductions regarding health safety and welfare procedures. Act as the first point of contact for first aid and emergencies including activating alarms and providing defibrillator assistance.
• Receive sort and distribute mail and samples including franking completing customs forms for international shipments and arranging collections.

Event support and management

• Oversee the full booking process for prospective clients from initial enquiry to final confirmation. This includes managing room setups to established standards coordinating catering requests and processing invoices.
• Act as the primary point of contact for clients maintaining clear communication and addressing any needs or concerns throughout the booking process.
• Ensure rooms are properly prepared for client viewings and events following established procedures from initial enquiry through booking confirmation and invoicing.
• Serve as the main liaison during events ensuring all aspects of the venue and services meet client expectations and organisational standards.
• Arrange transport for staff and visitors as required.

Clerical and administrative support

• Assist colleagues with a variety of clerical tasks including photocopying printing laminating data entry document preparation purchase orders and stationery management.
• Manage merchandise sales from the reception shop handling financial transactions and providing product knowledge.
• Promote fundraising initiatives by encouraging visitors to tap to donate and explaining the rationale behind campaigns to encourage participation.

Additional duties

• Carry out any other reasonable tasks within the remit of venue services as required in order to support the wider team and the Venue Services Manager.

Essential qualifications

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

Essential skills

• Excellent interpersonal and communication skills with the ability to engage effectively with a wide range of stakeholders.
• Strong written and verbal communication skills.
• Proven ability to organise and prioritise workloads managing multiple tasks and meeting tight deadlines.
• Proficient IT skills with confidence using standard office software (e.g. Microsoft Office email databases).
• High level of accuracy and attention to detail.
• Proactive flexible and creative approach to problem-solving with the ability to adapt to changing circumstances.
• Experience of working in a comparable professional environment (e.g. reception hospitality events or facilities support).

Essential experience

• Demonstrable experience in a customer-facing role with the ability to deliver a high-quality service.

Desirable experience

• Previous experience in venue reception or events management.
• Familiarity with booking systems scheduling tools or customer relationship management (CRM) software.
• Experience handling financial transactions invoices or cash/card payments.
• Knowledge of health and safety emergency or first aid procedures in a workplace setting.

Additional notes and requirements

• There is no option of hybrid working this is a place-based post.
• 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.