Events and Lettings Coordinator

3 days ago

Cambridge, United Kingdom Northstowe Secondary College Full time

**JOB DESCRIPTION AND PERSON SPECIFICATION**

Job Title:
Events and Lettings Coordinator

JD Reference:
School/Academy:
Northstowe Secondary College

Weeks:
52

Hours of work:
15-20 per week (hours to be negotiated and likely to increase over time)

**Salary**:
Grade 5, points 5-7 (£19,650 - £20,444 FTE)

Responsible to:
Estates and Operations Manager with a daily link to the Headteacher

Role:
Provide an efficient service to support the external and internal lettings of school facilities.

Purpose of job:
Be responsible for managing and coordinating all lettings and events that take place on the school site in close liaison with the Estates and Operations Manager.

The role will have oversight and day to day operational management of all events on the school calendar, coordinating successful execution of the events in conjunction with the Estates and Academic teams.

The Events and Lettings Co-ordinator is also responsible for managing the growth and development of the commercial income stream, utilising the school’s facilities and resources to raise additional funds, which are then reinvested into maintaining the school estate.

The Events and Lettings Co-ordinator will be responsible for managing all lettings enquiries and liaising with external parties and school staff to arrange the hiring out of the extensive array of facilities on the school site.

The hiring out of the premises to external groups and the general public needs to be undertaken in a manner that does not impact on the school’s use of the facilities and accords with the school’s commitment to support the local community.

During the school holidays, the academic and sports facilities on the school site are made available for letting to external groups.

The Events and Lettings Co-ordinator is also responsible for overseeing the hiring of our sports facilities whilst ensuring a balance is struck between maximising commercial benefits and providing facilities for the school’s use.

This involves letting out the sports facilities to external groups in the evenings, weekends and school holidays. The sports facilities have a number of regular group bookings which need to be managed, together with pursuing new lettings opportunities.

**Responsibilities and Accountabilities**:

- To organise and supervise all school events including contributing to the school calendar
- To organise and supervise external lettings and to be a point of contact during lettings
- To oversee and work with the finance team on the SchoolHire system
- To respond promptly to all enquiries regarding use of the facilities and maintain an active pipeline of potential hirers
- To ensure all hirers are appropriate and suitable for hiring the school’s premises
- To liaise with NSC staff to confirm availability of facilities and confirm the proposed lettings arrangements
- To show potential hirers around the facilities and determine their requirements
- To liaise with group organisers to produce schedules for facilities
- To liaise with the Catering team to confirm catering requirements and related staff/food costs
- To contribute to the school calendar of events, resolving clashes and working with the Estates and Academic teams to ensure appropriate resources are allocated to the events.
- To liaise with the Estates and Operations Manager and the Site Manager to confirm proposed arrangements and set-ups
- To ensure all documentation (safeguarding, risk assessments, health and safety, insurance certificates and other legally required standards) is in order via the SchoolHire system prior to the commencement of a booking
- To meet with the event group leaders on arrival and assist them during their event - this may involve working in the evenings or at the weekend
- To produce and provide external groups with safety briefings on fire evacuation etc
- To maintain excellent working relationships with all group leaders and key contacts from outside groups to maximise repeat bookings
- To manage all external lets’ fees and expenses, liaising with hirers and the finance team to raise invoices via the SchoolHire system
- To work closely with the Finance team to manage and report on current and potential bookings together with monitoring current and forecast income against the outside lets’ budget
- To maintain and update the calendar of lettings and events on a weekly basis for facilities bookings, providing up to date information on all bookings
- To keep up to date with current legislation, procedures and regulations relevant to external lettings

**Support for School/Academy/Place of work**:

- Participation in staff events by arrangement
- Attend Staff Meetings/Training as and when appropriate
- Contribute and participate in Trust events and activities where possible
- Develop and maintain effective working relationships with other staff
- Adhere to the Trust values
- Follow school policies, practices, and procedures

**Data security**:

- Act under legal provisi

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