Role Overview
The Venue Manager’s Assistant will assist the Venue Manager in promoting and managing the Unitarian Meeting House as a venue for hire. The role involves ensuring the venue is maintained as a clean, safe, and welcoming space, overseeing building maintenance and security, assisting with social media presence and liaising with clients and contractors.
In many instances, the Assistant will only be required to operate in a backup capacity. The main exception to this is cleaning, which is required on a weekly basis.
Key Responsibilities
Booking Management
* Carry out the pre and post booking checks - mostly for non-regular bookings as and when required - and make sure the venue is left in a fit state ready for the next booking; remedy any immediate issues if required.
* Communicate with current and prospective hirers via email in case of the Manager’s absence.
* Arrange with a gardening company for monthly garden maintenance from March to November, ensuring the path is clear of leaves and debris in the meantime.
* Manage and update the hire website, including using Acuity booking software.
* Generate and send monthly invoices based on Acuity booking data.
* Provide first-time users with access information and a thorough orientation of the venue, including key facilities such as toilets, kitchen, lighting, and the PA system.
* Address any concerns from hirers or neighbours, maintaining positive relationships.
* Very occasionally assist with opening and closing the venue as needed, which may occasionally require late-night or weekend work.
Marketing
* Assist the Manager with maintaining an active social media presence and keeping the hire website up to date.
* Identify and pursue local promotional opportunities and advertising strategies in cooperation with the Venue Manager.
Health & Safety/Regulatory Compliance
* Assist the Manager with various H&S required tasks as and when required.
* Maintain and update Health & Safety and maintenance logs (training provided).
* Monitor and update building Risk Assessments as necessary.
* Coordinate the maintenance of fire safety equipment with the current provider.
* Arrange routine testing of electrical equipment (PAT testing).
* Ensure first aid kits and accident books are up-to-date and compliant with regulations.
Building Maintenance
* Assist the Manager with ongoing maintenance of the building which may include tasks such as maintaining detailed records of all maintenance work.
* Managing heating programming and other Health & Safety checks.
* Arranging and overseeing repairs and maintenance by external contractors, in consultation with the Treasurer/Trustees.
* Purchasing cleaning supplies and regularly used items (e.g., light bulbs, toilet rolls, basic tools).
* Managing petty cash for day-to-day purchases and provide receipts/invoices to the Treasurer.
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