Tours and Collections Assistant

3 weeks ago

Belfast, United Kingdom Platinum Recruitment NI Ltd Full time

Job Title : Tours and Collections Assistant

Location : Belfast BT1

Duration : 10 weeks

Rate : £12.80p/h

Hours : 37hpw

**Main purpose of job**

To be responsible to the Function Management Assistant for:

- the delivery of an efficient and effective public tour service and visitor experience within the City Hall and its grounds;
- the provision of bespoke private tours on foot of requests by civic dignitaries, elected members or senior officers;
- the operation of a booking system for both commercial and non-commercial tours and exhibition visits in City Hall, and assisting with the associated debtors’ invoicing processes where so required;
- assisting with the management of City Hall’s artefacts and artworks collections, including the display, interpretation, cataloguing, storage, reproduction, loaning and security of all items held;
- assisting where required in the provision of the other services delivered by the Unit and the carrying out of general administrative tasks;
- ensuring that the council’s reputation is preserved and enhanced in the delivery of the specified services, and that visitors receive the highest levels of professionalism, political sensitivity and customer care.

**Summary of responsibilities and personal duties**

1. To conduct public tours within the City Hall and its grounds and monuments in an efficient and professional manner, adapting the content and route for the specific interests and needs of the group.

2. To provide bespoke private tours for civic dignitaries, elected members and senior officers, in liaison with the relevant elected members and officers.

3. To keep the tour routes, format and content under active review and to make recommendations to the Function Management Assistant and senior officers for improvements where appropriate.

4. To work with internal council depts. to research and develop special and themed tours to mark significant anniversaries, civic events or festivals.

5. To compile relevant information and publicity material for distribution to the general public, tourists and groups.

6. To assist in the development and implementation of effective booking processes for private and public tours as directed by the Function Management Assistant, including the use of computer-based diary management and booking systems.

7. To comply with the unit’s financial processes in respect of the issuing of debtors’ invoices for commercial group bookings and in the subsequent reconciliation and reporting of associated income.

8. To assist where required in the operation of any exhibition facilities in City Hall or other city-centre council properties.

9. To assist all visitors, including Members, staff and tourists by answering queries, escorting around all relevant areas and issuing relevant literature.

10. To develop, create, deliver, update, interpret and adapt tour scripts ensuring that all information is delivered in the context of the subsisting political and cultural sensitivities and in line with Shared Space and/or other council policies.

11. To assist in the development and implementation of marketing activities and programmes for the tours and exhibitions service.

12. To assist in the management of loan agreements both to and from the Council for items of art and artefacts, and in the co-ordination and management of the reproduction request process for these artworks, ensuring that all legal requirements and obligations are met.

13. To manage and oversee the storage and movement of the council’s stock of art and artefacts in line with conservation guidelines and best practice, including the audit of these items and maintenance of all relevant asset registers.

14. To assist with researching and updating art and artefact displays, exhibition areas and historical library information.

16. To deliver the training, supervision and deployment of the casual tour guides as directed by the Function Management Assistant.

17. Assisting in the counting and recording of all donations made by the public for the development of the tour service in line with subsisting financial and cash-handling procedures.

18. To provide occasional operational cover for the reception facility when so required.

19. To assist with the general office administrative and clerical workload of the unit including, but not limited to, answering telephone calls, dealing with enquiries, filing, managing the booking diary and compiling statistical information and reports.

20. To participate in working groups, project teams and other ad hoc groupings as directed by the Function Management Assistant or senior officers.

21. To assist as required with corporate and/or departmental special promotional and marketing events.

22. To carry out any other relevant duties as directed by the Function Management Assistant.

23. Participate in all induction and in-service training provided by Belfast City Council and in the induction and support of all newly appointed staff and othe

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