Venue Services Coordinator – Campus Services – 96764 – Grade 5

Job title:

Venue Services Coordinator – Campus Services – 96764 – Grade 5

Company

University of Birmingham

Job description

Job Description:Position DetailsCampus ServicesLocation: University of Birmingham, Edgbaston, Birmingham UKFull time starting salary is normally in the range £28,397 to £30,210, with potential progression once in post to £33,938Grade: 5Full Time (Annualised hours), PermanentClosing date: 3rd September 2024Our offer to youPeople are at the heart of what we are and do.The University of Birmingham is proud to have been a part of the City of Birmingham and the wider region for over 100 years, and we are equally proud to be recognised as a leading global university. We want to attract talented people from across the city and beyond, support them to succeed, and celebrate their success.We are committed to helping the people who work here to develop through our sector-leading Birmingham Professional programme which provides all professional services staff with development opportunities and the encouragement to reach their full potential. With almost 5,000 professional services jobs in a wide-range of functions in Edgbaston and in our campus in Dubai, there are plenty of opportunities for you to be able to develop your career at the University.We believe there is no such thing as a typical member of staff and that diversity is a source of strength that underpins the exchange of ideas, innovation, and debate. We warmly welcome people from all backgrounds and are committed to fostering an inclusive environment where diversity is at the heart of who and what we are, and how we work.Supporting our people to achieve a healthy work/life balance is important both to our employees and to the success of the University and, depending on the role, we offer a variety of flexible working arrangements. We therefore welcome discussions on all forms of flexible working. In addition, you will receive a generous package of benefits including 40 days paid holiday a year, one paid day a year for volunteering, occupational sick pay, and a pension scheme. We also have three high quality subsidised day nurseries.The University is situated in leafy Edgbaston and there are excellent transport links to our beautiful campus, including main bus routes and a train station on site. On campus we have a state-of-the-art sports centre with pool, shops, places to eat and drink, our own art gallery, museum and botanical gardens.Find out more about theBackgroundCampus Services (CS) employs over 900 staff with a turnover exceeding £57m in the last financial year. CS plays a key role in the quality of the student, staff, and visitor experience, providing services across diverse areas such as the University’s sporting facilities, food and beverage, cleaning, community safety and security, conferencing, hotel operations, day nurseries, portering, post, branded and own-brand retail outlets, visitor services and attractions (e.g., Winterbourne House & Gardens), student housing, transport, waste disposal and recycling. CS is a highly commercial organisation operating within the University context and has an ambitious strategic agenda, in terms of growing our service profile across both our Birmingham and Dubai campusesRole SummaryBased in the historic old municipal bank located in Centenary Square in Birmingham City Centre, The Exchange is the University’s flagship venue. We are looking for an enthusiastic and highly motivated team player. You will be responsible for the day-to-day delivery of an excellent experience for all our visitors. You will create a comfortable and welcoming environment for all our visitors, ensuring the highest standards of safety for the venue and its contents. You will have responsibility for the day-to-day operational delivery and supervision of our events and activities, site security, room set-up and front-of-house duties at The Exchange, resolving all matters arising. You will be employed on an annualised hours contract and will therefore be prepared to work flexibly (including weekends, evenings and bank holidays) based on the programme of events and activities in the venue.Main DutiesPeople Management

• Supervise a small team of core Venue Services staff, along with a pool of casual staff, working with the Venue Services Manager to carry out annual reviews and proactively managing leave, absence and performance in line with the University’s procedures.
• Train staff to ensure a high level of professionalism and a culture of continuous improvement.
• Respond proactively to last-minute staffing changes and additional requirements.
• Engage with contractors and feedback appropriately to the Venue Services Manager.
• Coordinate Venue Services teams, overseeing the delivery of outstanding customer service for all events and activities.
• Deliver continuous improvement in customer service, using data and feedback to enhance experiences for all building users and visitors.
• Plan recruitment and induction for casual team members.
• Ensure the effective planning of rotas, ensuring appropriate staffing levels for all venue services, including evening, weekend and public holidays where required.
• Collaborate with the IT/AV Technicians to ensure all Venue Services staff have a basic knowledge of AV systems in each space.

Event Management

• Contribute to planning meetings, tours and client show-arounds in a highly professional manner, with a view to maximising sales and exceeding customer expectations.
• Liaise closely with the Conferences & Events team and the catering team to ensure a seamless booking, planning and delivery of all events.
• Provide support for the day-to-day running of all activities in the venue, leading by example, collaborating with other staff and teams.
• Provide Health & Safety briefings and ensure risk assessments are produced and adhered to for all events and activities.
• Ensure room set-ups and furniture moves are planned and in place for all events and activities in the venue, working closely with all venue teams and colleagues to ensure the highest standard of presentation.
• Provide all day-to-day venue security and first aid requirements. Source additional services, such as security, first aid, front-of-house, cleaning, as necessary for specific events and activities, ensuring costs are communicated to customers and recharged to specific events as appropriate.
• Ensure all spaces are kept clean, tidy and always presentable.
• On shift, be visible in public areas carrying out regular building patrols ensuring the building complies with premises licence and statutory regulations. During the end of day complete a thorough lockdown of the building.

Other

• Ensure all administration and finances related to events and activities in the venue are accurately recorded for post event financial reconciliation.
• Champion sustainability, resourcefulness and green initiatives.
• Respond to feedback in an appropriate manner, listening and providing advice.
• Act as a role model and championing Campus Services values and behaviours.
• Support equality and values diversity, moderates own behaviour to avoid unfair discriminatory impact or bias on others.
• Ensure all accidents and near misses are reported, escalated and investigated if appropriate.
• Primary lead on site during emergency evacuation procedures.
• Any other duties as may reasonably be expected by the relevant manager.

Required Knowledge, Skills, Qualifications, Experience

• Educated to A-level standard, or equivalent level 3 qualification such as a Level 3 NVQ, or level 3 national diploma, or relevant work experience evidencing the skills and ability to undertake the role.
• Strong communication skills: exceptional communication skills are essential to effectively convey messages to staff and customers.
• The role requires strong collaboration and relationship-building skills to work effectively with cross-functional teams.
• The role requires the ability to work in a fast-paced and dynamic environment, adapting to changing priorities and deadlines.
• Demonstrate resilience in managing multiple tasks and stakeholders effectively.
• First Aid at Work (FAW) qualification or willingness to undertake appropriate training.
• Security Industry Association (SIA) qualification or willingness to undertake appropriate training.
• Experience with Microsoft Office (e.g. Word, Excel, PowerPoint and Teams) or equivalent experience.
• Prior experience of delivering and coordinating a wide range of events, preferably in a public-facing corporate environment, conference venue and/or educational venue, as well as a proven track record of delivering excellent, and continuously improving, customer service.
• Experience of supervising teams in a customer-facing role in a conference/corporate venue.
• Able to build productive and respectful relationships and to communicate with a diverse range of people in a friendly, helpful and confident manner.
• Excellent relationship building and interpersonal skills, including first-level complaint handling and conflict resolution.
• Experience of seamlessly delivering a wide range of successful events from start to finish, within set budgets within a conference venue.
• Experience of security and health and safety legislation (including preparing risk assessments) in the context of event and venue management.
• Positive and pragmatic approach and ability to problem-solve.
• Ability to prioritise and manage own time and workload effectively.
• Adaptability, passion, willingness to learn.
• Ability to adapt to change easily, positively influencing colleagues to embrace continuous improvement.
• Ability to understand policy and procedures and how to apply these.
• Understands the importance of equality and diversity in the workplace.
• Ability to identify and respond to equality and diversity issues in line with relevant policies and procedures.

Desirable

• Experience of using an event management system.
• Experience of organising virtual and/or hybrid conferences and events.
• Experience of organising and delivering security services.

DBS requiredThe University is committed to safeguarding and we promote safe recruitment practice, therefore all associated pre-employment checks will be undertaken before any appointment is confirmed. Due to the nature of the work undertaken in this role all successful applicants will be subject to a satisfactory DBS clearance prior to appointment.Informal enquiries to Damien Vincent, email:View our staff values and behavioursWe believe there is no such thing as a ‘typical’ member of University of Birmingham staff and that diversity in its many forms is a strength that underpins the exchange of ideas, innovation and debate at the heart of University life. We are committed to proactively addressing the barriers experienced by some groups in our community and are proud to hold Athena SWAN, Race Equality Charter and Disability Confident accreditations. We have an Equality Diversity and Inclusion Centre that focuses on continuously improving the University as a fair and inclusive place to work where everyone has the opportunity to succeed. We are also committed to sustainability, which is a key part of our strategy. You can find out more about our work to create a fairer university for everyone .

Expected salary

£28397 – 30210 per year

Location

United Kingdom

Job date

Tue, 13 Aug 2024 22:34:31 GMT

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