Venue Services Manager

2 weeks ago

Dundee, Dundee City, United Kingdom The James Hutton Institute Full time
Main Purpose of Job:

To manage and oversee venue services across both sites, ensuring a professional and welcoming first point of contact for all external visitors. Additionally, you will provide a high-quality reception service for colleagues and tenants, fostering a positive and efficient work environment.

Main Duties of Postholder:
  1. Team Leadership and Management: Oversee and manage a team of Venue Services Coordinators, split between the Dundee and Aberdeen sites. Set objectives, manage performance, and handle recruitment as necessary to ensure smooth operations and high standards of service.
  2. Event and Room Booking Coordination: Establish and maintain high standards for room bookings, from initial inquiries and layout demonstrations to formal confirmations and invoicing. Act as the primary point of contact for clients during events, ensuring all Venue Services Coordinators are fully briefed and prepared to deliver key information and messages. Confidently represent the new facilities and available spaces during both on-site tours and external meetings/events.
  3. Visitor and Reception Services: Provide a welcoming and professional first point of contact for all visitors, colleagues, and contractors. Manage access cards and provide visitor information while directing guests to the appropriate room or host. Answer and direct phone calls and inquiries for both Dundee and Aberdeen sites, ensuring a helpful and professional response. Monitor emails, responding to or forwarding queries to the relevant team members.
  4. Health, Safety, and Emergency Support: Provide health, safety, and welfare instructions and inductions for visitors. Serve as the first point of contact for first aid and emergency situations, including activating alarms and providing defibrillator assistance when required.
  5. Mail, Shipping, and Logistics: Receive, sort, and distribute mail and samples, including handling shipments outside the UK by completing customs forms and arranging collections. Coordinate transportation arrangements for staff and visitors as needed.
  6. Clerical and Administrative Support: Assist colleagues with clerical tasks, including photocopying, printing, laminating, data entry, document preparation, purchase orders, and managing stationery supplies. Provide support for tenants according to their agreements. Manage merchandise including handling financial transactions and demonstrating a clear understanding of the available products. Promote and facilitate donations for selected fundraising campaigns, encouraging visitors to participate.

Qualifications/Skills/Knowledge:

Essential Qualifications: Minimum HND/NVQ/SVQ level 3 or equivalent professional qualification.

Essential Skills: Strong interpersonal and communication skills to work with a wide range of stakeholders. High standard of written and verbal communication skills. Ability to organise own work effectively, prioritising competing workloads and working to tight timescales. Good computer/software literacy essential. Good attention to detail and accuracy. Creative, proactive, flexible and able to work to agreed deadlines. Strong project management and organisational skills in order to manage multiple bookings and demands simultaneously.

Essential Experience: Proven track record of providing customer services and managing people. Experience of working within/or for a similar working environment.

Desirable Experience: Venue support services experiences.

Additional Notes and Requirements: This post is based at our Dundee site due to the requirement to cover reception services duties as well as manage the other venue coordinators. The post holder needs to be on site five days a week and will stagger timings so that there is a smooth crossover with the venue services coordinator and that reception is manned between 8am to 6pm Mon - Fri. The postholder will need to travel to our office in Aberdeen one day a week. This role does not attract a certificate of sponsorship.

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