Venue Coordinator

3 weeks ago

London, United Kingdom Roots and Shoots Full time

**Job Title - Venue Coordinator**
Reporting to Office Manager

**Roots and Shoots is an independent, award-winning educational and environmental charity based in Kennington, South London. From a derelict site in 1982, it has grown to become a well-established and respected vocational training organisation with biodiverse wildlife gardens, offering a safe haven for both people and nature to flourish.**

This is primarily a commercial, venue hire client facing role however it is important that all staff place our students' individual learning at the centre of the work that is carried on here.

The office is largely responsible for the whole organisation; this includes finance, administration, front of house, public events, venue hire, site maintenance and more.

You will be supporting our Office Manager with incoming phone calls and written client communications, client billing, managing files, updating spreadsheets and documents, as well as performing other general office duties including some public event coordination. You will be collaborating with the catering team.

This is a full time, on site position. While we rarely accept venue hire clients later than 17:00 on any given day, flexibility on start / end times will be required on occasion. Any extra time worked will be given back with time off in lieu.

**Main duties and responsibilities**

Venue Bookings and Events:

- Plan and confirm client requests in advance of a venue hire taking place.
- Updating the venue hire calendar with all relevant information and keeping the team informed of any changes with bookings.
- Filing completed booking forms and planning documents.
- Making sure that all booking relevant consumables are well stocked.
- Making sure that conference rooms are ready ahead of meetings and fulfil client specification. Ensure they are also cleared and tidied up after use.
- Help with client / guest enquiries and requests on live days, including assisting with basic IT and audio/visual setting up for meetings.
- Ensure that the office and catering staff are kept fully aware of any relevant feedback from clients, guests and other departments.
- Regular food supplies ordering for the catering team.
- Assist with billing clients and checking that invoices have been paid and asking clients for updates when they are late on payments.
- Assist in organising open days and social events throughout the year.

General Office duties:

- To provide cover in the absence of members in the office team.
- Answer incoming phone calls.
- **Job descriptions cannot be exhaustive and the post holder may be required to undertake other duties, which are broadly in line with the above key responsibilities.**_

**Benefits of working at Roots and Shoots**

✔ Working in central London within a unique, environmentally and horticulturally led location.

✔ Job satisfaction knowing you are making a real difference to young people from a disadvantaged background.

✔ Great experience to have on your CV.

**Safeguarding Statement**
Roots and Shoots is committed to the safeguarding of its learners, staff and visitors.

Safeguarding is a priority with arrangements in place to ensure learners feel, and are safe on college premises and during off site activities.

Roots and Shoots ensures safeguarding legislation and guidance are adhered to and taken into account when developing and revisiting policies, procedures and associated arrangements.

Roots and Shoots provides a safe physical environment for its learners and staff, ensuring that premises are of a good standard. Health & Safety arrangements are in place to ensure adherence to current legislation and guidance.

Roots and Shoots has a designated Safeguarding Lead responsible for learner protection, supporting staff in carrying out their safeguarding duties, and working closely with other services.

Roots and Shoots has policies and procedures in place to deal effectively with learner protection and safeguarding issues together with recording and monitoring processes.
It is a condition of employment that all staff are trained to a level appropriate to their safeguarding responsibilities.

Roots and Shoots commitment to safeguarding is paramount to the success of learners.

Trustees, senior management team and the “Safeguarding Working Group” will continue to keep abreast of developments in this area and implement arrangements to continually improve the safety and awareness of its learners, staff and volunteers.

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

**Salary**: £26,000.00 per year

**Benefits**:

- Company events
- Company pension

Schedule:

- Day shift
- Monday to Friday

Work Location: In person

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