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Events Coordinator

3 months ago

Hebden Bridge, Calderdale, United Kingdom Hebden Bridge Community Association Full time

Events Coordinator

Part-time: weekdays, evenings and weekends

Salary:
£24,375 pro rata based on 37.5 hours FTE (rising to £24,862 pro rate after April 2024)

Hours:16 hrs per week, to include evening and weekend work (overtime hours will also be available but will vary)

Purpose of position:
Working with the Events and Catering teams to deliver events and room hire at the Town Hall

Working schedule:
Approximately 8-12 hours (duty/events), usually at the weekend/evenings, 4-8 hours (office), flexible according to the needs of the business

Closing date:
Monday 5th February 2024


We are recruiting for a part-time Events Coordinator to become part of our hard-working and friendly Events and Catering team.

We are looking for someone who will be able to work flexibly across office hours and events, which will almost always include weekend evenings.

This role will involve both hands-on delivery of events and office/admin time, the balance of these duties will vary to suit the needs of the business and the event.

When delivering events this role will also include overall responsibility for the safety and security of the building and everyone in it.


This is a new role that has become necessary due to how busy the Town Hall as become, and will sit alongside the existing Events team.


Main Responsibilities

  • Assisting with the planning of events including weddings, parties, community events and business room hire.
  • Conducting venue tours with prospective clients and responding to queries and following up with any relevant information/next steps.
  • Meeting with clients alongside the Events and Catering Managers and acting as a point of contact in their absence.
  • Working with the Events and Catering Managers to create event and room plans and communicating these to the staff team on the day.
  • Ensuring the safety and security of the building. In most cases this will involve opening and closing the building as necessary and checking all facilities before, during and after an event.
  • Assisting in the delivery of events and guiding other Duty and Catering staff on the day according to the event plan.
  • Problemsolving, acting responsively to changing demands and communicating effectively with the staff team.
  • Organising and overseeing external suppliers (eg: DJs and musicians, caterers).
  • Preparing and setting up function rooms with table and chair covers according to clients' specifications, and overseeing the dismantling and removal (directly or in conjunction with other staff).
  • Using various IT systems: Canva, Microsoft Outlook, Google Calendar, Squarespace to assist in maintaining a social media presence, keep the website updated and produce marketing and publicity for events.
  • Developing and maintaining good working relations with the staff team, volunteers, tenants and users of the building.
  • Ensure familiarity with the Fire, Premises Licence and Health and Safety procedures for the building and acting as designated First Aider.
  • Help to maintain the Town Hall's reputation and high standard of presentation.

A typical event process could include (Wedding example):

  • Taking clients on a tour of the building and the hireable spaces
  • Meeting with clients alongside the Events and Catering Managers
  • Producing event plan, room plan and signage
  • Meeting with external suppliers and guiding their setup on the day
  • Set up of inhouse furniture decoration on the afternoon before the event
  • Acting as point of contact on the day and overseeing the running of the event
  • Coordinating room changeovers and assisting with additional setup
  • Directing other staff and delegating tasks as necessary during the event
  • Assisting with the bar service and catering if required
  • Organising the packdown and collection of equipment

Essential experience and skills

  • Proven administrative experience and skills.
  • Experience working in a customerfacing role, preferably in a similar environment.
  • Friendly, professional, and welcoming personality with the ability to build strong relationships with customers and external suppliers.
  • Excellent organisational skills and timemanagement.
  • Flexibility and willingness to work with other departments as and when required.
  • Events experience is desirable but not essential, we are interested in hearing from those who have strong skills in customer service and organisation.

Job Type:
Part-time

Salary:
£12.50 per hour

Expected hours: 16 per week

Benefits:

  • Company events
  • Discounted or free food
  • Flexitime
  • Sick pay

Schedule:

  • Every weekend
  • Holidays
  • Monday to Friday
  • Overtime
  • Weekend availability

Work Location:
In person