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Bookings & concerts assistant

Bookings & concerts assistant

locationCambridge, UK
ExpiresExpires: 15/08/2022
Operations / Facilities / Admin
Fixed term contract
Entry
£20,000 to £30,000 per year

Closing date for applications: 14th August 

Salary: £20,600 - £23,487

Contract: fixed term for 2 years

 

If you enjoy communicating with the public and supporting colleagues across a variety of teams with the administration and set-up of events and visits, then this could be the opportunity for you.

Kettle’s Yard House and Gallery is looking for an organised and enthusiastic individual to join their Operations team in the role of Bookings and Concerts Assistant

Working to support all bookings including special interest groups and schools, the successful candidate will have previous experience responding to enquiries in an arts or office environment as well as general administration experience.

Live music concerts are also an integral part of Kettle’s Yard to be supported by this post and it is essential that the successful applicant is able to attend concerts. This requires regular evening work at points during the year with hours worked flexibly or time taken in lieu (e.g. later start or earlier finish on days around this).

Responsibilities

  • Responsible for the day-to-day coordination of room hire, group and school bookings
  • Act as first point of contact for all group booking and venue hire enquires; respond to enquiries in a timely manner, co-ordinate bookings from initial contact to invoicing (in liaison with other staff)
  • This includes coordinating site visits and liaising with internal teams to ensure staffing levels, room set up, AV requirements, cleaning, catering etc. are all in place and attending venue hire bookings when required
  • Act as a first point of contact for all school bookings: liaise with the learning and community team to respond to and set up the booking
  • Assist with the implementation and maintenance of new systems (e.g. online forms) to increase the efficiency of managing bookings
  • Support the administration of the concerts and assist with the practical running of concerts, in liaison with the Music Associate. Includes attending all concerts, printing the programmes and assisting with the set-up of the concert room
  • Add events to our events diary database (Booker), make and edit bookings with our ticketing system (DigiTickets) and keep AV booking systems up to date
  • Create and update booking forms and event run-sheets for all bookings
  • Be an active member of Operations Meetings, updating staff on upcoming bookings and liaising across teams and departments to ensure staffing and resources are booked to support. To be a key contact to ensure different departments are wellinformed and to highlight any potential clashes with bookings
  • Assist the Operations Manager with the collation of data and feedback for bookings and events including staff and visitor comments and visitor numbers
  • Assist the Operations Manager with office administration tasks as required
  • Under the direction of the Operations Manager, provide assistance to the development team with administration and booking support as required for corporate, patron or internal events
  • Ensure the events equipment (crockery, AV equipment etc) is well maintained.
  • Seek to uphold Kettle’s Yard’s Values and contribute, as appropriate, to organisational policies and plans including: financial resilience, inclusion, anti-racism and environmental sustainability

 

Knowledge, skills, experience

Essential

  • Previous experience responding to enquiries in an arts or office environment
  • General admin experience
  • Experience assisting with events or concerts
  • Experience using diary systems and/or Excel
  • Good customer service skills
  • Strong organisational skills
  • Comfortable with a range of IT systems
  • Ability to communicate with a wide range of people both internally and externally
  • Good written English
  • Ability to use own initiative but understand when to escalate
  • Ability to collate feedback and data and present information in clear and accessible formats

 

Desirable

  • Experience of setting up AV equipment for groups and events (e.g. presentations, video calls)
  • Previous experience creating or implementing administrative systems or forms

 

Click here to find out more and apply 

Years of experience

  • Entry

Salary range

  • £20,000 to £30,000 per year