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Events and Administrative Officer

4 months ago

Belfast, United Kingdom 174 Trust Full time

We're looking to appoint a staff member with excellent people and organisational skills to:

- To provide a high quality corporate/conferencing/meetings/events experience to all visitors and clients booking the Duncairn Complex
- To provide a welcoming and efficient reception in the Duncairn Complex to all visitors, clients and suppliers.
- To provide administration support within the main office/reception, to the Operations Director, Senior Leadership Team and to 174 Trust projects.

**Specific areas of responsibility are**:
**Events**
- Take responsibility for all non-cultural/art events including organising set up, liaising with suppliers, caterers, and technicians, providing customer service as Duty Manager and documenting all specifications from the client on the relevant systems.
- Promote event bookings through digital channels and support senior leaders to build relationships with prospective clients.
- Carry out the physical and technical set up and breakdown of rooms corporate events/ meetings/ conferences.
- Ensure attention to detail and completion of all documentation prior to the events, such as hire agreements, catering requirements, and submission of indemnity insurance certificates.
- Manage the ‘Team Up’ booking system, ensuring it is updated regularly, particularly in relation to client changes or other alterations of specifications required.
- Liaise with the Creative Director in the use of the facilities to ensure sufficient time is available between events and to ensure the premises are being used in line with the ethos of 174 Trust.
- Assist generally with the promotion of any events that come to the complex which provide income to the Trust.

**Administration Responsibilities**
- Manage the overall administration systems of the organisation including mail, telephone, information, and booking systems for the complex.
- Develop comprehensive mailing lists (compliant with GDPR) for marketing of the organisations facilities and 174 Trust led events. Liaise with other managers to ensure mailing lists (174 Trust & Duncairn Centre) are updated and centralised, and that communication is coordinated.
- Manage content on the Trust’s website, ensuring it is current, relevant and consistently updated it regularly and publish weekly internal e-communications.
- Working with the CEO and Operations Director in communications to staff, tenants, donors & dealing with all correspondence.
- Attend meetings of the Board, sub committees, Senior Management & Team Leaders, taking minutes and circulating when required.
- Responsible for providing administrative support for Project Leaders and maintaining precise and detailed filing systems.
- Provide the link between tenants in the Complex and 174 Trust, and assist in any administration support role that may be required by user groups within the confines of the job role.

**Person Responsibilities**
- Supervise any staff, interns, volunteers or trainees that are involved in an administrative capacity.
- Review any training needs required by admin staff/interns/volunteers/trainees.
- Deal with any visitors as they arrive at the complex showing appropriate hospitality.
- Responsible for the operation of the reception to the Complex, including handling client enquiries and complaints, and overseeing all other personnel (staff/volunteers/interns/trainees) who provide a service at reception/box office giving adequate induction/training to ensure that a high quality service is given to all visitors & customers.

**Finance & Purchasing Responsibilities**
- Responsible for all financial reporting in relation to the hire of the Complex facilities within the job role, and efficient communication to the Finance Officer for invoicing to clients.
- Receive payments from shop and events customers and user groups on a cash basis and deal with receipts, liaising with the Finance Officer in regards accounting for this.
- Responsible for ordering/purchasing office supplies.

**General**
- Undertake other reasonable duties as and when required.
- To work flexibly including working evenings and weekends as required.

**Job Types**: Full-time, Permanent

Pay: £13.46-£14.75 per hour

Expected hours: 35 per week

**Benefits**:

- Casual dress
- Company pension
- Free parking
- Sick pay

Schedule:

- Monday to Friday

Work Location: In person

Application deadline: 13/05/2024
Expected start date: 01/07/2024