Job Purpose - overview
West Lothian Leisure is a Community Benefit Organisation, a registered Scottish charity. It is at the heart of the West Lothian community, helping people to improve their wellbeing and make healthy lifestyle choices. We care passionately about the service we provide to the people who live, work and visit West Lothian. As a valued organisation that understands, cares about and engages with its community, we are the delivery partner of choice for West Lothian organisations responsible for improving people’s lives through sport, health and physical activity, outdoor education and culture
Your role as an Events Coordinator is to ensure that all events run safely, smoothly and efficiently and to the highest customer service standards. In doing so assisting the Senior Venue Coordinator to achieve the financial, customer, employee, internal business processes and learning and growth objectives of the Charity.
Core Accountabilities & Responsibilities
- Manage and coordinate bookings, including the operation of the computerised venue and facility management systems
- Respond to enquiries about events, from the initial contact through to preparing and issuing invoices. This may include attendance at the event
- Promote products and services to customers, potential customers and visitors
- Work with the management team to ensure that events are appropriately staffed, including attending and overseeing events
- Liaise with colleagues to ensure the smooth preparation of and safe delivery of events
- Work with the management team to ensure that all staff, customers, contractors and visitors are working to the highest safety standards
- Deliver excellent customer service, resolving customer concerns and complaints should they arise.
- Achieve some limited throughput targets for specific areas of operation agreed with the Senior Venue Coordinator
- Actively promote and sell products and services to maximise participation and revenue
- Undertake administrative functions including ordering, processing invoicing and providing management information
- Assist the catering service to deliver event catering, on occasion and when required
Assist the Venue Assistants to set up and take-down equipment before and after events
The above list is illustrative, not exhaustive. Accordingly, there may be a requirement to undertake additional duties, consistent with the level of the post, as directed by management.
Essential Qualifications, Skills and Experience
- Demonstrate good core organisational competencies (Below)
- Have excellent face to face customer service skills and experience, preferably within a similar events, hospitality or leisure environment
- Experience of safely coordinating events in a similar environment
- Knowledge of statutory requirements such as health and safety, insurances and inspections
- Excellent written and verbal communication skills
- Competent level of skill with Excel and Word
- Good administrative skills with the ability to write simple reports and letters.
- Hold or willingness to obtain IOSH Managing Safely within the first year of employment
- Hold or willingness to obtain and apply knowledge/skills from Emergency First Aid qualification.
Hold or willingness to obtain, update and apply knowledge/skills from automated external defibrillator (AED) qualification.
Desirable Qualifications, Skills and Experience
- Successful study at HNC level or above in events management, hospitality or similar
- Experience of managing budgets
- Proficient in the use of computerised booking systems
- Working knowledge of administrative procedures and sales techniques.
Have basic knowledge of good food hygiene practices
Job Dimensions
- Take possession of security keys to open and close the facility as required
May be required to work in a kitchen environment at peak, busy times.
Core organisational competencies
Service delivery
Champions the service, focusing on individual customer’s needs and responding with service that surpasses their expectations.
Honesty and integrity
Being truthful, keeping promises and commitments and making ethical decisions.
Respect for equality and diversity
Understanding others’ behaviours and culture and treating everyone fairly.
Personal effectiveness
Personal responsibility for making things happen – being accountable for your own actions.
Additional information
- This position is subject to a Basic Disclosure Scotland check.
- Required to work flexibly including public holidays, evenings and weekends, to meet service demands.
You will be required to be aware of current Health and Safety Policy and to take responsibility for your own safety and the safety of others who may be affected by your acts or omissions at work.