Function Management Assistant

3 days ago

Belfast, United Kingdom Lynn Recruitment Full time

Are you a dedicated and reliable professional? Do you have experience in function management? In this role, you will be responsible to the Functions and Exhibition Officer for assisting with the effective organisation and management of civic and non-civic functions in the organisation’s various function rooms, grounds and other areas. Read on to find out more about this exciting opportunity.

**Main Duties**:

- To deputise for the Functions and Exhibition Officer as required, within the post-holder’s sphere of responsibility.
- To assist as required in ensuring that functions in all of the prestige rooms and other areas within the City Hall and grounds are properly and effectively organised, equipped and hosted, in line with organiser's requirements.
- To assist in ensuring the effective coordination and scheduling of the security, cleaning, catering, staffing, safety, set-up and dismantling of the organisation’s main function rooms for the purposes of hosting civic and non-civic events.
- To ensure that the Artifax system (or any replacement) is updated and that the relevant function data is entered in an accurate and timely manner.
- To assist with the management and administration of the delegated authority processes surrounding requests for use of the City Hall or grounds (including the cobbled area) and liaison with all partners and customers in this regard.
- To assist in the planning and provision of a high-quality public and private City Hall tours service.
- To be responsible for the planning of the work of the tours service and for the supervision and deployment of the tour guides and casual staff.
- To liaise with Lord Mayor’s Office to arrange tours for all visitors to the organisation’s civic dignitaries.
- To be responsible for the update and maintenance of the tour booking system and to keep new developments under review.
- To assist with the administration of the City Hall’s artefacts and artwork collections, including display, cataloguing and security.

**Personal Attributes**:
**Applicants must be able to demonstrate at least one year’s relevant experience in at least two of the following three areas**:

- Function management.
- Planning of a tour service.
- The supervision of staff.
- **Communication skills**: possession of excellent oral and written communication skills, with the ability to represent and promote the interests of the department within the organisation and beyond
- ** Analytical and decision-making skills**: the ability to make decisions in relation to their own work and that of the team and to make day-to-day decisions on operational issues which can affect a number of people.
- ** Customer care skills**: to recognise the need to respond to internal and external customers appropriately.
- ** Work planning and organisational skills**: the ability to set clear work targets for individuals and to monitor performance against these and an understanding of the concept of working to set performance indicators.
- ** Team working and leadership skills**: the ability to get their team to focus on outcomes, encourage participation and evaluate the work of the team. The ability to explain operational processes and advise and coach junior members of staff.
- ** Political sensitivity skills**: an awareness of the importance of day-to-day public relations and the ability to establish good working relationships with elected members.
- ** Project management skills**: the ability to assist in the management and delivery of a range of projects on time and to budget.

**Remuneration and Conditions of Assignment**:

- £13.18 per hour
- Full-time, Temporary-ongoing
- 8.30am-5pm, 37 hours per week
- If this role isn’t for you, Lynn Recruitment has a broad range of career opportunities to choose from. Get in touch via our website or call us to find out more._

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