Events Coordinator - Luton, United Kingdom - The Chalk Hills Academy

Description

Events Coordinator

The Chalk Hills Academy are looking to recruit an organised, reliable, and confident Events Coordinator to oversee and manage school lettings. As an Events Coordinator you will oversee and manage bookings, coordinating with lettings clients, as well as managing the facilities during each booking, and be eager to generate new business by marketing and promoting the academies facilities. An ideal candidate will be passionate about delivering excellent customer service and delivering solutions to problems that may arise during bookings.

At our Academy, you will find supportive and encouraging colleagues within school leadership and throughout the school. It is incredibly important to us here at The Chalk Hills Academy that all our staff feel valued, listened to, mentored, challenged and given adequate opportunities to develop.

If you want to grow and develop in a varied and interesting role, come and join us.

Job specifics

Responsible to: Business Manager TCHA

Responsible for: School community lettings and private hire

Salary Scale: NJC L4 9 £25,119 actual salary (37 hrs per week over 52 weeks) 26 days holiday

Working Pattern: The working hours are 37 hours per week, Mon-Thu 2pm-10pm, Sat or Sun 9am-4:30pm with a 30 mins lunch or dinner.

The Trust reserves the right to interview and appoint a suitable candidate before the deadline date.

The successful candidate will have:

· Previous experience in School Facility hire.

· Experience with dealing with external suppliers /customers.

· Good customer service and communication skills.

· Ability to problem solve.

· Flexible in working hours, available to cover at short notice.

· Collaborative and team player.

· Experience in managing a team.

Principal responsibilities:

1.Oversee and manage the facilities for out of hours lettings. Including 3G Football pitches, Dance studios, sports halls, classrooms, and various other facilities.

2. Oversee and manager internal school events. Coordinate with lettings, cleaning, site and any other staff members.

3. Oversee and manage the lettings booking system and email account and liaising directly with clients over their requests.

4. Liaising with lettings clients and internal school events to ensure accurate bookings.

5. Tracking and monitoring lettings income and associated budgets.

6. To report trespass, theft, or unauthorised parking of vehicles to the schools Site manager.

7. To oversee the security of the premises during lettings and on lock up, working with the security guards on site and liaising with the security contractors.

8. Ensure that staffing rotas are planned in advance, arrange cover for absent staff and keep the lettings diary up to date, accurate and shared amongst relevant parties.

9. Ensure a smooth and seamless running of the lettings provision

10. Liaise with the Trust Finance Team as required to ensure appropriate and accurate billing of letting bookings.

11. To update and maintain the school website with respect to lettings and liaise with the school's IT and Marketing Manager accordingly.

12. Benchmarking letting rates annually to market rates, drawing increases proposal for the review of the finance director.

13. Ensuring measures are placed to meet budgeted income levels, keeping business manager informed of any concerns.

14. To generate income through new business and promote lettings working with the marketing department.

15. To have a continuous improvement approach to all processing, making suggestions for improvements/refinements to the current working processes as appropriate.

16. Such other duties as reasonably correspond with the general character of the post and are commensurate with its level of responsibility.

17. Manage a small team.

18. Work around school commitments with Hirers and offer facilities in other academies around the Trust.

19. Address all complaints with an effective resolution.

Wider Responsibilities:

• Oversee general porterage duties related to lettings or school events, including moving sports equipment within the school ensuring the effective set up and take down of lettings equipment, communicating tasks to the site team and security guards with prior and sufficient notice.

• Perform duties in line with health and safety regulations (health and Safety at work act 1974) and act where hazards are identified, reporting serious hazards to the Trust Manager for Facilities and Estates immediately.

• Undertake regular health and safety checks of buildings, grounds, fixtures and fittings (including compliance with fire safety regulations) and equipment, in line with other schedules to ensure that all facilities are fit for purpose.

• Adhere to the school, Trust, local and national authorities' guidelines, and exercise professional discretion at all times.

• Be aware of, and comply with, policies and procedure relating to child protection, health, safety and security, confidentiality and GDPR regulations, reporting all concerns immediately to an appropriate person.

• Participate in training and other learning activities and performance development as required.

• Contribute to the overall ethos/work/aims of the school and Trust.

• Attend relevant meetings as required.

• To maintain confidentiality.

• To undertake First Aid and Fire Warden training and act in those capacities upon qualification

• Cover for colleagues with a similar job role in their absence

The Shared Learning Trust – Staff Benefits

We offer a fantastic range of benefits across our trust, supporting our staff in a variety of ways. From an extensive Wellbeing package to an onsite car wash, you can be reassured that we have your best interests at heart.

(Staff benefits detailed within Application Info pack)

Safeguarding

We believe in the safeguarding and welfare of children and expect all staff to share this view'.

The Academy is committed to safeguarding and promoting the welfare of children and expects all staff to share this commitment. Applicants must be willing to undergo child protection screening appropriate to the post including checks with past employers and the Disclosure and Barring Service. We are an equal opportunities employer.

The Department for Education (DfE) has set out statutory guidance 'Keeping Children Safe in Education' for schools and colleges on safeguarding.

Safeguarding is defined in paragraph 4 as:

"Protecting children from maltreatment; preventing impairment of children's health or development; ensuring that children grow up in circumstances consistent with the provision of safe and effective care; and taking action to enable all children to have the best outcomes."

The definition of 'children' includes everyone under the age of 18.