Bookings and Events Administrator - Abertillery, United Kingdom - Llanhilleth Miners Institute

Description

JOB DESCRIPTION

Job Title:

Bookings and Events Administrator


Work Base:

Llanhilleth Miners Institute, Llanhilleth, Abertillery NP13 2 JT


Reporting to:

Operations Manager


Job Purpose:

The post holder will provide administration and front desk support being the first point of contact to meet and greet visitors and guests.

The post holder will have a lead role in organising and taking bookings for all events being the main point of contact for all customers/clients and in doing so providing an excellent customer service.

The post holder will work closely with the Operations Manager and the Catering Team Leader to ensure customer requirements are met.

Length of contract:

Permanent


Hours of work:

Full Time (37.5 Hours per week)


Pay scale:

£21,320 per annum.


Main duties and responsibilities

• To welcome visitors, ensure customer requirements are met and providing an excellent customer service.
• To be the first point of contact for related queries, providing information and advice and taking responsibility for resolving issues as appropriate to the post, liaising with colleagues as required
• To work flexibly, including attending and leading on weekend events, such as weddings, parties, and conferences
• To work closely with and support the Operations Manager to ensure Llanhilleth Miners Institute event bookings are planned and organised and liaise with the casual weekend event staff and Catering Team Leader in the planning and coordination of the event.
• To provide daily and monthly update progress reports on activities to inform the Operations Manager of any issues.
• To arrange and attend meetings with customers to establish their requirements and upload to the booking system. Ensure all customers sign relevant Terms and Conditions and communication to customers is maintained including updating the files.
• To assist in the preparation and coordinating of event bookings. Taking the lead to ensure all requirements are met. Being present at events to ensure they run smoothly.
• To be responsible for receiving cash and debit/credit card payments for room bookings, tickets, and events. Ensuring payments are received on time and reported correctly to finance for monitoring. All payments are recorded on the booking form and/or in the relevant folder.
• Liaise with the caretaker to ensure meeting rooms have the necessary resources for meetings/events and plan the room layout according to customer requirements.
• To develop and support a network of customers and promote ongoing events and future business.
• To source and purchase office stationery and supplies for weddings/functions.
• To have responsibility for promotion and marketing of events, designing posters and uploading to social media.
• To liaise with IT Maintenance supplier to report any faults on the IT equipment.
• To work in accordance with the General Data Protection Regulation (GDPR)
• The post holder will work closely with the Catering and weekend events team to carry out duties and tasks to support all functions (including conferences and weddings).

Generic responsibilities
-
To drive continuous improvement and efficiency within area of responsibility
:

• To be an exemplar in term of professional behaviour and adhere to the staff code of conduct.
• To be an active member of the organisation's staff team, making a significant contribution to operational planning activities.
• To comply with all organisational policies & procedures, keeping abreast of changes.
• To improve the efficiency and effectiveness by ensuring good communications internally and externally.
• To demonstrate a commitment to continuous professional and personal development.
• To take reasonable care for the health and safety of yourself and other persons as appropriate in the workplace, and to comply with health and safety legislation.
• To actively support and practice equality of opportunity in the workplace.
• To cover for any colleagues as reasonably required.
• To carry out any other duties and responsibilities as reasonably required by the post.
• As a term of your employment you may be required to undertake such other duties as may reasonably be required of you commensurate with your role and grade
• This is a description of the job as it is presently constituted. It the practice of Llanhilleth Miners Institute to periodically to examine an employee's job description and to update them to ensure they relate to the job being performed, or to incorporate whatever changes are being proposed.
• This description is not intended to establish a total definition of the job but an outline of the duties.

PERSON SPECIFICATION

CRITERIA

ESSENTIAL

DESIRABLE

EDUCATION, TRAINING AND QUALIFICATIONS
Good standard of General Education including IT, English, Mathematics GCSE or equivalent.

Level 2 Food Hygiene Certificate.

First Aid Certificate


EXPERIENCE
Demonstrate experience of having successfully fulfi