Venue Systems and Business Administrator in London

Clio Enterprises Ltd, a subsidiary of The British Academy - the UK's national body for the humanities and social sciences - is seeking a Venue Systems and Business Administrator to join our Venue Sales Team in the Resources directorate, providing key support in the delivery of financial and systems administration.

We are looking for a highly organised and detail-focused Venue Systems and Business Administrator to support the smooth running of our venue hire business. Working as part of the Clio Venue Sales Team, you will provide essential administrative, financial, systems and reporting support, helping to ensure accurate data, efficient processes and excellent service for clients and colleagues.

In this role, you will help maintain the venue booking and event management system, issue invoices, monitor payments, support financial reconciliations, prepare reports, and contribute to improvements across booking, sales and operational workflows. You will also support good data management practice, including GDPR compliance, accessibility reporting and accurate client and event records.

The ideal candidate will be confident working with systems, data and administrative processes, with strong attention to detail and the ability to build effective relationships across teams. Experience in events, finance, administration or business support would be beneficial, although we also welcome applicants with transferable skills and a proactive approach to learning.

You will act as a contributing member of the hard-working 12-person Hospitality team and this is an excellent opportunity to play a key role in supporting the operational, financial and data-driven success of a busy London venue while working within a collaborative and values-led organisation.

The Academy offers 20 days of annual leave plus Bank Holidays and other excellent benefits for this role, including paid overtime and an excellent pension scheme, all in one of the best locations in London.

KEY RESPONSIBILITIES

• Administrative Support
  • Provide administrative assistance to the Head of Department and Managers.
  • Issue final invoices for all external events, ensuring accurate entry of consumption data.
  • Monitor payments, manage credit control and ensure deposits are received ahead of event dates.
  • Produce regular sales and performance reports as requested by management.
  • Support the monthly, quarterly and year-end financial reconciliation processes.
  • Support other departmental projects and initiatives, including work relating to sustainability and inclusion, as required and requested by management.
• Venue Management System Support
  • Assist in maintaining the venue booking and event management system to ensure smooth day-to-day operation.
  • Support configuration updates to reflect pricing, availability and business needs as directed by the Manager.
  • Act as a first point of contact for system queries from internal users, escalating technical issues where necessary.
  • Help maintain system documentation, user guides and training materials to promote confident and consistent use.
• Business Support and Reporting
  • Assist in preparing regular commercial and operational reports, including income forecasts, occupancy and conversion data.
  • Support performance tracking and reconciliation processes in collaboration with the Finance team.
  • Provide accurate data and reporting to inform commercial decision-making and client service improvements.
  • Contribute to identifying and documenting process improvements across the booking and sales workflow.
  • Report any building damage, defects, incidents and near misses to Facilities promptly and support actions to help maintain a safe and compliant working environment.
• Data Management and Compliance
  • Maintain accurate and secure client and event data within the venue’s systems and associated platforms.
  • Support implementation of data retention and deletion processes in line with organisational policy and GDPR.
  • Promote best practice in data handling and support compliance with data protection and accessibility standards.
• Accessibility and Inclusion
  • Support the collection and reporting of accessibility and inclusion data within the venue booking system.
  • Support wider departmental and organisational work relating to accessibility, inclusion and sustainability, as required.

ROLE REQUIREMENTS

• QUALIFICATIONS
  • A university degree in a relevant area such as business administration, event management, information systems or data analysis is desirable but not required.
  • We welcome applicants with equivalent professional experience and transferable skills.
• WORKING RELATIONSHIPS
  • Works and communicates effectively.
  • Builds and maintains effective working relationships across teams, including commercial, finance, IT and operations.
  • Communicates clearly and professionally with internal and external stakeholders, including suppliers and clients.
  • Confident in delivering training and guidance to colleagues at all levels.
  • Demonstrates diplomacy, approachability and the ability to manage expectations.
• KNOWLEDGE AND SKILLS
  • Demonstrates and develops appropriate knowledge and skills.
  • Applies knowledge of booking systems, data governance, event industry trends and reporting tools.
  • Keeps up to date with changes in relevant legislation and best practice (e.g., GDPR, procurement, accessibility).
  • Identifies opportunities for learning and development, both personally and within the team.
  • Uses data and technology effectively to inform decision-making and improve processes.
• PROACTIVITY AND PLANNING
  • Manages time and resources effectively in order to achieve own and organisational objectives.
  • Plans and prioritises workload effectively, particularly across complex or competing projects.
  • Works independently and takes ownership of workstreams, while collaborating as part of a wider team.
  • Identifies resource requirements and timelines for implementation and delivery.
  • Anticipates future system and business needs and suggests improvements.
• PROBLEM SOLVING AND DECISION MAKING
  • Ensures good decisions are made through a rational and methodical approach.
  • Analyses data and operational performance to support evidence-based decisions.
  • Responds calmly and constructively to unexpected challenges.
  • Identifies root causes of problems and develops appropriate solutions.
  • Balances organisational priorities with operational feasibility.

MUST BE COMMITTED TO THE BRITISH ACADEMY'S WORKPLACE VALUES OF: COLLABORATION, CREATIVITY, EMPATHY, EXCELLENCE, INTEGRITY, RESILIENCE AND RESPECT.

Please only apply if you have right to work in the UK - This role is not eligible for sponsorship.

Role closes to applications on 4 September 2026.