Events Assistant in Hereford

The Events Assistant is a dynamic role centred on supporting the work of Hereford Cathedral’s Events Department. The Events Department’s core aim is to support the demand for income generating events and venue hires, such as light shows, silent discos, and multiple days of concerts, whilst also maintaining our programme of community, charity and missional engagement events and projects. These events help to anchor Hereford Cathedral’s identity as a space for all and a centre of the community, city and county. The Events Assistant will join the department at an exciting time as we plan ahead for flagship events including the Medieval Hereford Festival over the summer, The Mysteries play in the Autumn and the ever-popular Christmas Fair. This is an exciting position in a busy department, ideal for a sociable and professional individual with attention to detail, initiative and a positive mindset.

KEY RESPONSIBILITIES FOR THE ROLE

• Provide administrative support for the Events Department, including processing booking forms, email and phone enquiries, internal event forms, diary bookings, meeting agendas and minutes, float requests, and preparing for invoicing.
• Provide practical administration of bookings for the smaller venues on the cathedral site. This involves clear communication with hirers, liaison with the catering team and acting as a warm and welcoming host when hirers arrive on site. The role also includes playing a key part, alongside the Events Manager and Marketing Department to increase corporate and private small venue hire bookings.
• Communicate effectively and professionally with external clients and venue hirers to ensure all details and arrangements for their events are obtained during the booking process, and ensure this is reported to the Events Manager and subsequently other cathedral staff.
• Assist the Events Department to effectively oversee and provide practical and administrative support for events run by other cathedral departments, such as Music, Education and Library and Archives. This will include regular support of the Education Department’s weekly ‘Cathedral Seedlings’ toddler group.
• Produce monthly notes for the cathedral Vergers which outline upcoming events.
• Assist the rota and safety briefing preparation and be a key point of contact for the voluntary Commercial Event Steward team.
• Assist the Events Department and Visitor Engagement Manager with the CRM Box Office system ‘Spektrix’. This will include occasional event building and box office ticket sale duties.
• Support the Events and Development Officer to facilitate the successful running of the Escape Room, Escape Room Volunteers and delivery of sessions.
• Providing practical hands-on support on event days and sometimes acting as lead when the Events Manager or Events and Development Officer are not present. This will involve set-up and pack-down, front of house duties and steward, staff and venue hirer liaison. Setting up for events is a practical task which will require an organised person who takes initiative, who is active, physically fit and able to move light furniture (tables, chairs, tech equipment) when required.

General Attributes:

• To ensure compliance with the Cathedral’s safeguarding policies and procedures, including attaining a satisfactory DBS check and undertaking safeguarding training to the level required for the role.
• To ensure compliance with all other Cathedral policies and procedures, in particular the Health and Safety policy and the Conduct and Standards policy.
• To successfully complete and keep up to date all training as deemed necessary for the role by the Line Manager and the Health and Safety Officer.
• To maintain an effective relationship across the whole cathedral community.
• To work towards fulfilment of the strategic priorities of the cathedral as they relate to your role.
• To work in accordance with our Cathedral core values of love, grace, integrity and service and the behaviours associated with them.

The above is not an exhaustive list of duties, and you will be expected to perform different tasks necessitated by changes in your role within the developing ministry and objectives of Hereford Cathedral.

PERSON SPECIFICATION

ESSENTIAL

• Good standard of education to GCSE level or equivalent.
• Ability to carry out various physical tasks, including being able to climb step ladders, move light furniture, such as chairs and tables, and provide swift emergency assistance during events.
• Confident user of ICT systems, including Microsoft Office (Outlook, Excel, Word, PowerPoint).
• Good organisational skills, attention to detail and the ability to work efficiently to deadlines.
• Communicate effectively in English, both written and verbally.
• Good team player but able to work alone, use own initiative and know when to seek advice.
• Excellent communication and interpersonal skills.

DESIRABLE

• Previous experience of working for events, visitor engagement, hospitality, retail or community/ charity organisations.
• Previous experience of delivering excellent customer service.
• Previous experience of working with a ticketing box office system such as Spektrix.
• Hold a current First Aid at Work qualification, or a willingness and ability to attain one.
• Understanding of Health and Safety legislation.

REMUNERATION & BENEFITS

The position will command a starting salary of £23,478 per annum.

OUR STAFF ALSO ENJOY

• 33 days holiday (inclusive of bank holidays).
• 35 hour week – flexible/hybrid working possible.
• Pension benefits of 8% employer contribution.
• Employee Assistance Programme.
• Free parking (subject to availability).
• A pleasant working environment within historic buildings.
• The camaraderie of supportive and friendly colleagues.
• Responsibility and independence in a small team.
• Opportunities for continuing professional development.
• Discounts in the on-site café and shop.