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Venue Operations Manager - Royal Horticultural Halls

Job title: Venue Operations Manager

Job reference: REQ0000758

Date posted: 26/07/2019

Application closing date:29/08/2019

Location: London

Salary: Up to £40,000 dependent on experience

Job category/type: Shows

Job description

Job Title:        Venue Operations Manager

Location:         RHS Vincent Square, London, SW1P 2PE

Department:    RHS - Shows

Reports to:      Head of Shows Operations

Hours:             40 hours per week, (this contract will run under annualised hours) start and finish times vary and reflect activities in the Lindley Hall

Salary:             Up to GBP 40,000 dependent on experience

Staff reports:    Deputy Venue Operations Manager

Operations Supervisors X 2. Up to 20 agency staff.

Job Purpose:     To ensure that Horticultural Halls: are staffed and equipped according to the event plan, fit for purpose for each event and the customer experience is exemplary. To Manage the operations of the venue to include; H&S and Risk assessments for each event hiring the Horticultural Halls.  To work with the sales team in collating information as required from clients and suppliers, and compile an efficient operational plan. To work with the VSQ Facilities Manager in ensuring the venue has all up to date H&S certificates, Risk Assessments and is compliant with all event risks and safety measures.

Dimensions:    The Lindley Hall, North Annexe, Elverton Street and Vincent Square entrances, kitchens, goods lift, organisers office, cloak rooms, Mezzanine and cafeteria (from hereon described as 'the venue'). Also: all areas of The Lawrence Hall during RHS Flower Shows or sub-let tenancies. Up to 20 RHH and agency staff.

The Royal Horticultural Society has been the force behind gardening for more than 200 years.  We believe everyone in every village, town and city should benefit from growing plants to enhance lives, build stronger, healthier, happier communities and create better places to live.  We want to enrich everyone's life through plants and make Britain a greener and more beautiful place. 

Best known for our world famous Flower Shows and our Gardens, our charitable work is diverse and includes connecting millions of children with nature through the RHS Campaign for School Gardening, managing RHS Britain in Bloom, Europe's largest community gardening campaign, and conducting pioneering horticultural science research.

This is an exciting opportunity to work within the Horticultural Halls at the London office in Vincent Square, Managing the Operations team of 3 to deliver a diverse range of events.  This position plays a vital role in ensuring that we can deliver our client events within the Health & Safety parameters, ensure all risk assessments are in place and deliver a seamless experience for our clients and their visitors.

Applicants will require previous venue operations and management experience, the ability to work across teams in a collaborative manner.  Ensuring that from an operational perspective the Horticultural Halls are compliant to all the latest Health & safety regulations.  Working closely with the Venue Sales Manager to manage client communication.

We are looking for a self-motivated and experienced professional, with strong events and operational experience, solutions orientated preferably with a NEEBOSH qualification.  You will enjoy working within a fast paced team.

To be successful, you will need to have a proactive attitude and be a great communicator.

For more information on this post and to apply, please visit our website http://www.rhs.org.uk/about-the-rhs/work-for-the-rhs/vacancies

All applications should be received by 4pm on Monday 26 August 2019

Accountabilities

1.    Operationally manage the bookings through Horticultural Halls - ensure the clients are compliant with all Health & Safety requirements for their event and have all necessary risk assessments, insurance and paperwork in place

2.    Ensure that all processes and paperwork between the sales and operations team are up to date and actively work across the teams to ensure there is close communication

3.    Have knowledge of insurance requirements for the events

4.    To keep the staff manual up to date in terms of operational procedures

5.    To deliver the operational event plan for each event

6.    Book, brief and oversee agency staff in accordance with licensing requirements and the event plan

7.    To meet and greet clients, ensure that all their needs are met and be available and visible throughout events. Take responsibility for high profile clients and events.

8.    Plan and book maintenance (where required) of the venue with the Facilities Manager and Venue Sales Manager

9.    Keep the Facilities Manager informed of all/any issues encountered during events

10.    Arrange for the venue to be unlocked and accessible when requested by the Sales team

11.    Lead and develop staff ensuring that customer service levels are constantly reviewed and developed

12.    Ensure that clients and contractors observe statutory Health & Safety standards and follow all other directions and guidelines

13.    Ensure the proper direction of daily duties required for Halls staff including agency staff, so they are kept busy and effective

14.    Work with the Sales team to accommodate any reasonable client request that may enable them to secure bookings, providing they comply with health, safety and licensing regulations

15.    Participate in regular sales, wash up, operational and other work related staff meetings as and when required. Liaise with the sales team on a daily basis

16.    To be a Personal Licence Holder and to be responsible for all relevant events at which alcohol is sold or consumed, or to designate responsibility to a qualified person

17.    Source equipment, consumables, suppliers or contractors at the best possible cost and quality compromise; regularly review all suppliers against competitors.

18.    Manage costs in line with the budget, report and forecast when required, check expenditure against published monthly reports. Participate in the annual budget process.

19.    Report any shortcomings of suppliers or contractors to the Venue Sales Manager

20.    Maintain an accurate inventory of all furniture, equipment and fittings and report on their condition to the Venue Sales Manager.

21.    Respond to any complaints from neighbours, licensing or emergency services quickly, effectively and politely, and report details to the Venue Sales Manager at the earliest opportunity

22.    Adhere to current Health & Safety legislation and best practice in accordance with the Society's Health and Safety Policy Statement.

23.    Responsibility for ensuring, so far as is reasonably practicable, the health, safety and welfare of their staff and volunteers; and that the activities for which they are responsible do not expose anyone to risks to their health or safety.   Specific areas of responsibility include: ensuring staff and volunteers are adequately supervised, trained and provided with adequate instruction and information to carry out their work safely; ensuring that RHS procedures are followed and risk assessments are carried out; and procedures are in place to deal with emergencies.

24.    To undertake any other duties as may reasonably be required of you in the post

PERSON SPECIFICATION

KNOWLEDGE

ESSENTIAL:

1.    Proven knowledge of Premises Management

2.    Proven knowledge of Health & Safety and fire regulations for public places

3.    Experience of managing budgets and forecasting expenditure

DESIRABLE:

1.    NEEBOSH or similar qualification

2.    Knowledge of local authority and licensing regulations

3.    Personal licence holder

4.    Knowledge of quality control practices, cleaning and hygiene procedures

5.    Knowledge of the Exhibition, Conference & Meetings industry

6.    First aid

EXPERIENCE

ESSENTIAL:

1.    Proven experience in the exhibition or conference sector

2.    Experience in managing H&S and risk assessment processes

3.    Experience of managing operational budgets

4.    Experience in designing planning processes

5.    Experience in managing people and a team

6.    Experience in dealing with event organisers, members of the public and contractors

DESIRABLE:

7.    Customer service experience

8.    Meetings & Conference industry experience

9.    Experience of working in a 'unique venue' or listed building

SKILLS - JOB COMPETENCES

    ESSENTIAL:

1.    Use of Microsoft Office at an 'Intermediate' level including producing reports and formatting letters

2.    Use of the Internet to carry out research, obtain information and e-mail

3.    Use of a database including inputting data and searching for information

4.    Ability to communicate accurately and effectively in verbal and written English

5.    Ability to solve problems and work on own initiative

6.    Ability to travel to work outside of public transport hours and work early, late and weekends where necessary

Contact: 
Deadline: 
Thursday, August 29, 2019 - 17:15
Tel: 
020 3176 5800
Groups audience: