Conferencing Co Ordinator

7 days ago


Portsmouth, Portsmouth, United Kingdom The Guildhall Trust Full time

THE GUILDHALL TRUST

TITLE:
Conference & Event Co-ordinator (Fixed Term Contract - Maternity Cover)

DEPARTMENT:
Event Services

RESPONSIBLE TO:
Senior Conference & Events Co-ordinator

HOURS: 30hr per week

PAY:
£17,628 per annum (fixed term until April 2024)

Purpose of Job


As part of the sales & events team the Sales & Events Coordinator is responsible for converting business to achieve the annual budget for the team and the successful execution of events via the planning & handover period.

They are responsible for ensuring that all enquiries are responded to with speed, accuracy & with a focus to build a relationship with the customer, ultimately to result in repeat business and a regular client base.


In many cases the Events Coordinator will create a first impression of Portsmouth Cultural Trust and the Guildhall for potential business partners and it is therefore essential that the individual have a confident, friendly and helpful manner.


Organisation Chart
General Manager

Senior Conference & Events Co-ordinator

Conferencing Co-ordinator

Principal Responsibilities:

  • To handle all incoming event enquiries and to respond within 4 business hours, or 1 hour for agents. Diary management of the bookings diary to ensure all events & days are as profitable as possible. Arrange and carry out site visits to the stipulated standards -30%
  • Full coordination of events (corporate, private, weddings & Asian weddings), including contract, invoicing, final details meeting, function sheets, chairing the weekly Ops Meeting, liaising with clients & suppliers on the day of the event & post event feedback.
Financial reconciliation & invoicing of clients in line with their contract & final event requirements - 40%

  • Building relationships with regular bookers & being the 'face of the venue'. Occasionally attend exhibitions and networking events and hosting FAM trips or showcases to promote the venue with other members of the team.
To achieve targeted revenue of upselling per event.


To work with the other members of the team on the annual sales strategy action points, to ultimately achieve & exceed the budgeted revenue for the department.

To reach out to both previous & new bookers with a view to increase enquiries -10%

  • Christmas Party planning - handling enquiries and responding within 4 hours, managing provisional holds. Issuing deposit invoices. Liaising with clients for all final details, including menu pre-orders, dietaries, table plans. Creating table plans & having input on marketing. Venue dressing - including chair covers. To be present on the evening as a host & back of house - 20%

Dimensions

Other


The nature of the work undertaken by the post holder will be required to work flexibly to meet the needs of the department and the wider business.

This will include some evenings and weekend & Bank holiday work.

Budget

n/a

Physical
None

Location
The post holder will be located at the Guildhall in Portsmouth. You may be required to work on external events should the need arise.

Context


The Portsmouth Cultural Trust (PCT), now The Guildhall Trust, has been successfully running Portsmouth Guildhall since 2011 on a long lease.

The Guildhall is one of the south of England's largest and most established concert halls with 2,000 seats.

Artists have appeared there including the Beatles, the Rolling Stones, Pink Floyd to more recent top selling artists including Mumford and Sons, Twenty-one Pilots and Jack Whitehall.


The venue has promoted itself as one of the region's top conferencing and events destinations attracting more than 400 events and room hires each year.

PCT have ambitious plans to invest in and develop the Guildhall, to make it one of the UK's top cultural and events venues.

You must be able to work flexibly across the venue as and when required.

Person Specification


This acts as selection criteria and gives an outline of the type of person the characteristic required to do the job.


Attribute

Experience
-
Essential_


Previous work in a busy
events office environment, to include dealing with the full life cycle of events - enquiries, site visits, negotiation, contracts, final details, function sheets & invoicing.

Previous experience of providing excellent customer service
-
Desirable_

Experience of working for a charity

Experience of account management/building relationships with clients

Experience of handling Christmas party enquiries for an events venue.

Skill/ Abilities
-
Essential_

Exceptional telephone etiquette

To have strong computer skills with proven experience on MS Office especially Word and Outlook

Strong written communication skills, accuracy and good attention to detail

To be able to problem solve using own initiative and demonstrate resourcefulness

Willing to perform routine tasks

Ability to work flexibly, prioritise workloads and meet deadlines

Abi

  • Portsmouth, Portsmouth, United Kingdom Southern Co-op Full time

    At Southern Co-op we offer a lot more than just a job. As we are completely owned by our 200,000+ members, we put people first. Become part of the family with Southern Co-op, who are proud to serve local communities and put people first.We have an exciting opportunity to join our team as a Payroll Co-ordinator. This role is based at our head office in...


  • Portsmouth, PO1, Portsmouth, United Kingdom Southern Co-op Full time

    At Southern Co-op we offer a lot more than just a job. As we are completely owned by our 200,000+ members, we put people first. Become part of the family with Southern Co-op, who are proud to serve local communities and put people first. We have an exciting opportunity to join our team as a Payroll Co-ordinator. This role is based at our head office in...


  • Portsmouth, Portsmouth, United Kingdom Portsmouth Hospitals University NHS Trust Full time

    Specific responsibilities include: Co-ordinate the day-to-day running of the general surgical specialties inpatient lists, ensuring that patients are treated upon clinical principles and in line with Trust and Government guidance and targets. To be responsible for the management of the inpatient waiting lists ensuring waiting times and targets are met. To...


  • Portsmouth, Portsmouth, United Kingdom Southern Co-Op Full time

    At Southern Co-op we offer a lot more than just a job. As we are completely owned by our 200,000+ members, we put people first. Become part of the family who are proud to serve local communities and put people first. We have an exciting opportunity to join our team as an Apprentice Business Administrator. You will be a part of our Academy team, within...


  • Portsmouth, Portsmouth, United Kingdom Southern Co-Op Full time

    At Southern Co-op we offer a lot more than just a job. As we are completely owned by our 200,000+ members, we put people first. Become part of the family who are proud to serve local communities and put people first. We have an exciting opportunity to join our team as an Apprentice Business Administrator. You will be a part of our Academy team, within...


  • Portsmouth, Portsmouth, United Kingdom Southern Co-op Full time £36,783

    At Southern Co-op we offer a lot more than just a job. Become part of the family who are proud to serve local communities and put people first. We have an exciting opportunity to join our team as a Associate Project Manager. You will Project Manage allocated capital and P&L expenditure projects within the complete property lifecycle to include existing...


  • Portsmouth, Portsmouth, United Kingdom Wild Recruitment Full time

    Go Back Shortlist ApplyOperations Coordinator:ER/OpsCoordinator_ :Salary Package: £ £24000 per annumLocation: Portsmouth, EnglandConsultant: Ellie RogersPosted: 12/04/2023Description:My client is a well established business who help other business grow and maintain their IT services.We are recruiting for an ITLM Operations Co-ordinator **to work on the...


  • Portsmouth, Portsmouth, United Kingdom Portsmouth Hospitals University NHS Trust Full time

    An exciting and empowering role has arisen within the Medicine Care Group at Portsmouth Hospital University Trust as a Care Group Governance Co-ordinator. The Medicine Care Group is looking for a unique and awe-inspiring individual to join their friendly and supportive management team.The Medicine Care Group spans both inpatient and outpatient areas...

  • Works Co-ordinator

    1 week ago


    Portsmouth, Portsmouth, United Kingdom Wightlink Full time

    Location: Travel to all Wightlink sitesDepartment: Estates & EngineeringAn opening is available within Estates & Engineering for a Client Representative. The ideal candidate should possess extensive experience in marine and site operations. This role requires flexibility as it involves working outside designated hours and on weekends, being part of the...


  • Portsmouth, Portsmouth, United Kingdom Portsmouth Hospitals University NHS Trust Full time

    Key Responsibilities: Use of the Hospital administration system (PAS) Reception duties, dealing with Healthcare professionals and patients face to face, booking appointments, answering and making telephone calls. Building and cancelling clinics. Tracking medical notes. Any other administration duties as required.


  • Portsmouth, Portsmouth, United Kingdom Critical Maritime Systems & Support Limited Full time

    CMS2, a specialized equipment manufacturer providing maritime atmosphere control systems and life-long support services, is seeking an Import and Export Coordinator.Reporting to the Head of Supply Chain, serving as a subject matter expert overseeing all essential Import & Export administrative tasks for the procurement department. Responsibilities include...


  • Portsmouth, Portsmouth, United Kingdom VIVID Full time

    We're VIVID -We offer a vibrant, friendly, inclusive culture that supports, develops and attracts the best peopleWe're recruiting for a Customer Success coordinator based in Portsmouth. This is a full-time, fixed term contract position for 5 months working 37 hours per week with a minimum of 20% of this to be office based to promote collaboration and team...


  • Portsmouth, Portsmouth, United Kingdom Checkatrade Careers Full time

    Looking for a career in a company that ticks all the boxes?Varied work - Mix of home & office working - Great Teams -***Tons of Training - Brilliant Benefits - Career Progression -Are you awesome at Admin? A Spelling Specialist? A Grammar Guru? If you have an eagle eye for detail and can remain as cool as a cucumber when working to deadlines, then you'll be...


  • Portsmouth, Portsmouth, United Kingdom Portsmouth Hospitals University NHS Trust Full time

    To assist in the smooth running of Cardiac Admissions services providing accurate real-time schedules for all Consultants and AHP including Pre-admission co-ordination and Catheter Lab timetables.To perform regular data quality and validation duties to maintain clean accurate data to support with elective performance and identification of increasing wait...

  • Senior Sister

    1 week ago


    Portsmouth, Portsmouth, United Kingdom Portsmouth Hospitals University NHS Trust Full time

    Job Summary Lead and co-ordinate the nursing team, taking continuing responsibility on a 24 hours basis for the management and organisation of the clinical area Through effective leadership ensure the clinical team delivers a safe, effective, responsive, caring and well-led service where compassion is embedded and a positive patient experience is achieved....

  • Quantity Surveyor

    7 days ago


    Portsmouth, Portsmouth, United Kingdom Workshop Recruitment Full time

    QUANTITY SURVEYORUP TO £50,000VEHICLE & FUEL CARDFULL BENEFITSWorkshop are looking for a Quantity Surveyor with estimating experience.You will need construction, repairs and maintenance experience and have a keen eye for detail along with strong admin skills. You will ensure the successful preparation and co-ordination of tender documents leading through to...

  • Support Worker

    7 days ago


    Portsmouth, Portsmouth, United Kingdom Solo Support Services Ltd Full time

    I am a 30-year-old gentleman who lives at home. I have my own separate accommodation at the back of my mum's house which enables me to live an independent life. I have a rare condition called Mitochondrial Disorder with Myoclonic epilepsy, ataxia neuropathy and intestinal motility disorder. My condition affects my brain, muscles, co-ordination and my...


  • Portsmouth, Portsmouth, United Kingdom Village Hotels - Portsmouth - M&E Full time

    Meetings and Events Operations Assistant ManagerKnow how to party? Then we want you Village Hotel Clubs are well known for hosting the best parties in town; from birthday bashes and weddings to sell out tribute nights. Village Hotel Club is where it's at. Our Meetings and Events teams are responsible for making sure that everything goes off without a hitch,...


  • Portsmouth, Portsmouth, United Kingdom Island City Network PCN Full time

    The following are the core responsibilities of the care coordinator.There may be, on occasion, a requirement to carry out other tasks; this will be dependent on factors such as workload and staffing levels: Process and effectively signpost patients to the appropriate healthcare professional depending on the presenting condition. Answering incoming phone...


  • Portsmouth, Portsmouth, United Kingdom Portsmouth Hospitals University NHS Trust Full time

    Job Summary Work as part of a team to co-ordinate, lead and deliver research trials within Portsmouth Hospitals NHS Trust. Responsible for coordinating, delivering and maintaining a high standard of day-to-day clinical treatment for all patients eligible for and recruited on to clinical trials. Recruit patients into clinical trials designated as 'portfolio...