Events

Thank you for your interest in the post of Events Supervisor with Historic Environment Scotland based at Edinburgh Castle. This is a permanent, full time and pensionable appointment.

As Events Supervisor, you will be expected to work five days out of seven, averaging 35 hours per week which will also include evening and weekend working when required.

You will support the Events Manager with the generation of income from corporate and private functions, events and filming, weddings and evening catering. You will assist with the onsite delivery of events out with the core visitor experience, ensuring that these work alongside the day-to-day operation of the castle, and that all clients receive a world class experience.

JOB PURPOSE

This job exists in order to manage and develop Mar Lodge’s weddings and events business, corporate/private hire and sporting client support. The Wedding & Events Coordinator will ensure income opportunities are maximised in the context of consistently high standards of customer care and lodge presentation.

Events at Mar Lodge can range from intimate family dinners and tours to large corporate events and weddings for up to 200 guests. Every event requires the same level of planning and care to deliver an outstanding product to our clients which should exceed their expectations, be value for money for the client, whilst also giving a profit to the NTS. As Wedding & Events Coordinator you must have good self-motivation and organisational skills, but also be able to lead a team of other department members and exterior contractors to deliver the event as has been planned with the client in a smooth and professional manner.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

The key purposes of the job will be met by:

Developing and managing relationships of trust with potential and existing corporate and private hire clients, such that Mar Lodge continually develops and maintains its status as a ‘destination’ venue, renowned for its excellence of customer service.

Supervising teams which include members of other Mar Lodge departments and outside contractors such that there is absolute clarity of objectives, tasks and standards; and ensure their delivery towards a collective goal.

Developing and managing the wedding & events business to increase income as part of the property’s drive for sustainability and help raise the profile of the work of the Trust at Mar Lodge in its wider context.

Managing allocated budgets to ensure that income targets are met, or exceeded, and that expenditure is prudent and ‘value for money’

Maintaining and recording all communication pertaining to weddings and events, such as dealing with emails, keeping the event diary up to date and informing relevant departments of planned activities.

Managing equipment and supplies, such as banqueting furniture, catering equipment and supplies, to ensure the operational efficacy of the Lodge.

Working within the Health & Safety regime to ensure the H&S of staff/volunteers, clients and visitors within the context of the Trust’s “Safe System of Work” regime.

Coordinating, supervising and personally participating in the delivery and staffing of weddings, functions and events with the advice and support of the Visitor Services Manager and other team members.

Demonstrating responsibility and accountability that all weddings and events are in line with the Trust’s Environmental Policy and being mindful of the Trust’s obligations to minimise the impact on the environment through efficient use of water/heat/light, recycling and disposal of waste and considered use of transport.

Full-time, Permanent
Salary £27,363 – £28,491 per annum
Plus generous benefits package
Hybrid / flexible working

About the role

We have a rare opportunity to join our dedicated team of Events professionals. You will support in the delivery of event experiences across all our amazing Galleries based in the heart of Edinburgh.

If you have experience working in a public facing role within events, sales, admin, or hospitality providing exceptional customer service we want to hear from you. You will have a confident, outgoing personality and enjoy connecting with people.

You will thrive working in a team and either be looking for your first step into Events or to progress your Events career. A positive attitude, self-motivation, and a willingness to learn new skills are more important than experience. However, you must have excellent administrative and organisational skills with a keen eye for detail.

In Events we have a strong team culture where you would be welcomed and supported. We have a friendly and professional working environment where continuous improvement is encouraged.

The difference you’ll make

Reporting to the Hospitality and Events Manager your responsibilities will include:

– Assisting with administrative tasks associated with event planning and running of events.
– Monitoring the Events inbox, directing enquiries where required.
– Updating the events calendar and lists to ensure they are accurate.
– Assisting with providing proposals for clients, including fees, suitable contractors for use at events and providing quotes for associated event costs.
– Showing clients around the gallery venues, presenting options and discussing event arrangements, issuing written confirmation of bookings, agreements and invoices.
– Managing the centralised events diary and circulating details of events bookings to relevant parties.
– Providing hands-on assistance at evening events when required, overseeing all arrangements are carried out safely, efficiently and at no risk to the Galleries.
– Assisting the Events team by producing schedules for each event as well as overseeing events, in liaison with clients and relevant Gallery staff.
– Attending Event meetings, producing agendas, taking minutes and producing action points.

Who we are looking for

To succeed in this role, you’ll need the following range of knowledge, skills, and experience:

– Efficient administrative skills and meticulous attention to detail.
– Previous experience of working in a public facing role within events, sales, admin, or hospitality providing exceptional customer service
– Proven IT skills and aptitude as well as experience with database maintenance.
– Excellent organisational and time management skills.
– Outstanding interpersonal skills enabling you to engage with people to provide information and deliver events.
– Team player with ability to work collaboratively.
– Calm and efficient, and reliable under pressure.
– Willingness to work flexible hours from time to time, including unsocial hours particularly at events.

It would also be great if you have:

– Some experience in professional event organisation.
– An informed interest in culture and visual arts.
– Some knowledge of the museums and galleries sector.

Please apply directly via our careers portal.

The closing date for completed applications is 12 noon on Monday, 01 July 2024.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Events

To supervise the set-up, stewarding and break-down of events.

To be the point of contact for all events, maintaining and recording all communication, dealing with queries and informing relevant departments of planned activities.

To develop and manage relationships with potential and existing clients, and all enquiries.

To ensure good housekeeping of the event spaces and managing equipment and supplies to ensure the operational efficacy of all 3 sites.

To actively upsell memberships and services to facilitate the visitor’s enjoyment.

To develop and manage the event business to increase income as part of the properties drive for sustainability and help raise the profile of the trusts in its wider context.

To actively feedback visitor comments to line managers to develop and improve offer, service, operations.

To work flexibly across departments and sites as needed.

Supervise services provided by third parties (eg. Suppliers to adhere to Trust policies and procedures ensuring that efficient arrangements are made for the delivery of the events).

To provide a consistently high standard of visitor care at all times

Welcoming visitors to the site in a friendly, efficient and knowledgeable manner.

Co ordinate, supervise and participate in the staffing of events and functions and support team on site during events.

Welcoming visitors with special needs / impairments and providing a high level of service in accordance with the Disability Discrimination Act.

Welcoming International visitors and aiding with specific needs.

Welcoming groups in an efficient and warm manner.

Answering visitors’ queries about the site and the local area.

Providing information about the site, its history.

Promoting National Trust for Scotland brand to include our Membership scheme, events, upselling other properties and any promotional campaigns, being proactive in the selling of Membership and Gift Aid.

Health and Safety

To ensure site meets with Health and Safety legislation in liaison with your department manager.

Demonstrate responsibility and accountability for H&S relating to visitor services and site activities.

To use personal protection equipment as provided and directed by your line manager.

Glasgow Life

Event Partnerships Officer
£28,570.33 – £32,352.00
Location: Commonwealth House, Albion Street, Glasgow G1 1LH
Ref: GLA12034

Glasgow Life is looking for an Event Partnerships Officer to join us on a full time permanent contract. As Event Partnerships Officer you will be joining our in-demand events team. You will be part of a dedicated team which supports events in the city

More about our Events team
Glasgow Life is the strategic lead for events in the city. The team invests to attract, create and grow major cultural and sporting events. We deliver high-profile annual events, including the Merchant City Festival, Glasgow Mela, the World Pipe Band Championships and Glasgow’s winter events. We also deliver one-off major events and programmes, most recently delivering the World Athletics Indoors Championships 2024, the inaugural 2023 UCI Cycling World Championships and European Capital of Sport 2023, with planning underway to host UEFA EURO 2028. Our team are the initial point of contact for events coming to the city. This includes working with local, national and international partners to maximise the economic, marketing and social benefits of events to the city. We aim to position and promote Glasgow as a world-leading event destination boosting the city’s tourism profile, while driving positive impacts and legacies for local communities.

About Glasgow Life
Glasgow Life is the charity which inspires people to lead richer, more active lives through culture and sport. Simply put, we believe that everyone deserves a great Glasgow life. We do this by delivering innovative cultural and sporting programmes and events which improve the mental, physical, and economic well-being of Glasgow. Glasgow Life also creates unforgettable experiences for tourists, strengthening the city’s visitor economy. We stage world-class events, conferences and festivals which enhance Glasgow’s international reputation. Glasgow is the first city to be named European Capital of Sport twice sport and was also the first place in the UK to be named a UNESCO City of Music.

The role
As Event Partnerships Officer, you will be an integral part of the team supporting the management of the citywide events subvention process including finance administration, governance and reporting for the Events team and assisting with initiatives to support delivery of the events strategy. This also includes assisting with event enquiries and events that we provide funding to.
You will report to the Event Partnerships Manager and work alongside the Event Partnerships team and with the wider team.
The candidate
If you’re interested in joining us as Event Partnerships Officer you’ll need:

Essential Criteria:
An appropriate level of qualification/training or employment experience in cultural and/or sporting events sector.
Ability to manage and deliver high quality work across multiple projects.
Experience of processing and monitoring budgets and related financial activity.
Ability to communicate across agencies, government and hierarchies at all levels.
Excellent verbal and written communication skills.
Ability to use software packages such as Microsoft Word, Project, Outlook, Powerpoint and Excel.
Accuracy and attention to detail.

Desirable Criteria:
HNC or HND Event Management.
Employment experience in cultural and/or sporting events.
Knowledge of the operational and delivery elements of events.
Experience of Microsoft Office.

You can read the full person specification for this role under the ‘Job Attachments’ section.

Some of our roles are currently piloting hybrid working, with teams working between the office and home. Your line manager will agree these days with you. This balance enables you to continue much-needed collaborative working.

Our Albion Street office has great links to public transport and parking nearby.

This role is working Monday to Friday 9am – 5pm, 35 hours a week.

We believe in the transformational power of the programmes and events we provide for the people and visitors of Glasgow. If you would like to be a part of what we do, we’d love to hear from you.
Important Dates: Closing date 16th June 2024 and interviews are provisionally scheduled for w/c 24 June 2024
Benefits at Glasgow Life
• A holiday allowance of 30 days plus 6.5 public holidays (for full-time roles). This will rise to 35 days after 5 years
• Membership of the Local Government Pension Scheme – which pays 19.3% in employer contributions
• Discounted Glasgow Club membership and money off in our museum shops and online store
• Option to buy extra annual leave
• Cycle-to-work scheme
• Flexible retirement
• Family-friendly policies

Diversity matters at Glasgow Life
We’re determined to reflect the extraordinary diversity of Glasgow in our workforce. Glasgow Life is on a journey to develop a workplace that reflects the communities we serve. Where everyone feels empowered to bring their full, authentic selves to work. We’re a Disability Confident and Carer Positive employer and invite candidates from all backgrounds to apply. Read more about our commitment to equality and diversity on our website. https://www.glasgowlife.org.uk/the-small-print/an-inclusive-employer

To apply for this vacancy online please visit Event Partnerships Officer – GLA12034 | Glasgow Life | myjobscotland
Closing date is 11.59pm on Sunday 16th June 2024

Information is available in alternative formats, on request.

About Us

Dynamic Earth is Edinburgh’s world-class science centre and planetarium that tells the extraordinary story of planet Earth, from beginning to mend.

Located on the edge of Holyrood Park with spectacular views of Salisbury Crags Dynamic Earth is also one of Edinburgh’s largest unique venues for corporate & hospitality events.

Our staff are pivotal to what makes us a 5-star rated science centre and world-class events venue. We offer a truly unique and dynamic working environment; creating a passionate, caring and inclusive place to work, learn and play.

Dynamic Earth is driven by a positive belief that everyone has the potential to be the problem-solvers of the future. We encourage applications from all backgrounds, communities and industries, and are committed to having a team that is made up of diverse skills, experiences and abilities.

We actively seek to recruit enthusiastic, motivated and highly customer focused staff that share our passion for our core charitable mission to empower people with understanding and empathy for the Earth. If you feel you have these personal attributes along with the right mix of skills and experience, you may be our next team member.

Role Summary

Our technical team plays a key role in ensuring that our exhibition provides the best immersive experience to all visitors and that our hospitality clients receive a world-class experience when hosting an event.

From, conferences weddings and dinners, to time-machines volcanoes and icebergs, Dynamic Earth is a workplace like no other! There is always an adventure around the corner and a unique challenge to solve.

The Technical Manager will be responsible for ensuring the smooth running of our immersive exhibition and providing AV support to live events as well as the support and development of the technical team, ensuring all team members receive cross-training. The technical team reports to our Head of Building Services who oversees the back-of-house functions within the organisation. As well as leading the technical department, we are looking for a Technical Manager who can partner across the organisation on projects such as a Spooktacular Halloween experience within the exhibition and theming for Christmas Party Nights.

Please see www.dynamicearth.org.uk/join-our-mission/careers for the full candidate pack.

Responsibilities

Technical Duties – Oversee the operation and maintenance of the immersive exhibition conducting fault finding, problem solving and repairs. Provide AV support for conference and banqueting events and technical planning support for internal events.

Maintain IT and telephony infrastructure within the organisation.

Strategy and Culture – You will champion a culture of excellence in the technical department and play a key role in ensuring the delivery of our organisational strategies within your department. You will foster a culture of collaboration across the organisation in the delivery of events and projects.

Project Management – You will partner across the organisation on internal projects and oversee contractors to provide technical support on small, and large-scale projects.

Team Management -You will line manage the Technical team and ensure there are clear annual objectives, regular reviews, and training plans in place.

Budget & Finance – You will manage budgets for the Technical department and work alongside the Head of Building Services to produce business cases for proposed technical repairs and upgrades.

Health and Safety -You will take a leading role in health and safety for the department, ensuring health and safety procedures and documentation are up to date.

Skills Knowledge & Attributes

Comfortable in modern technical event production and AV installation

Experience within a similar role providing high level technical expertise and team management.

Experience in technical production for conferences and events in both onsite and online environments.

Strong fault finding and problem-solving skills.

Experienced in maintaining and repairing AV equipment and installations.

The ability to communicate and negotiate clearly and diplomatically with colleagues, clients, and contractors.

Excellent time management skills to meet business and client deadlines.

Ability to multi-task and manage multiple projects simultaneously.

A proactive team player who can be flexible with their time to meet the needs of the organisation.

Must be Windows and Mac literate, and experienced in Office 365, PowerPoint, Keynote, and online video conferencing platforms.

Must have a minimum of 4 years management experience in a similar role.
PASMA, IPAF, IOSH or NEBOSH certification are also beneficial to the role.

Leadership skills with the ability to motivate and manage a team.

Confident with a pro-active approach to completing tasks and projects.

Excellent oral and written communication skills.

HNC qualification or higher in a related subject advantageous but not essential.

Benefits
34 days annual leave (which includes 9 bank holidays)
Matched company pension contribution of 5%
Free staff car-parking
Life Assurance cover of 4 times annual salary
Up to 3 years Critical Illness cover
Confidential EAP advice-line through Health Assured
Free entry to ASVA member Visitor attractions (subject to conditions)
Limited Gym Membership at MacDonald Holyrood Hotel
Staff canteen (complimentary tea & coffee)
Employee Values Awards
Subsidised meals & coffee from the Dynamic Earth Café
25% Discount in the Natural Selection Gift Shop
Complimentary entry to Dynamic Earth for family and friends

The role:
To develop and organise a diverse portfolio of events and administer an engaging and innovative package of commercial RZSS experiences. Ensure events and experiences are efficiently administered, monitored, evaluated, contributing to the delivery of the Royal Zoological Society of Scotland’s mission, (RZSS’) Vision and mission.

This is a full-time/fixed term role for a period of 6 months, where weekend and occasional evening working will be required.

Some of the things you’ll do:

* Support the Events and Experiences Manager Senior Events and Experiences Coordinator by planning and organising RZSS commercial events and experiences for example,. managing/delivering events such as workshops and birthday parties
* Co-lead of the RZSS Keeper Experience programme together with the other Events and Experiences Coordinator
* Provide first-class customer service by ensuring our customers receive a personal, knowledgeable and positive level of service on a daily basis
* Responsible for monitoring and evaluating visitor feedback on experiences and commercial events, including monitoring budgets (meeting targets) and delivering accurate report on event progress as directed.
* Ensure compliance and adherence to health and safety legislation and local policy including undertaking of health and safety risk assessments.

What we’re looking for:

* Good achievement at Higher grade level (including English and Mathematics) or equivalent qualifications or experience.
* First Aid qualification (or willingness to obtain)
* Engaging customers empathetically to link or upsell our products.
* Experience of working with minimal supervision, demonstrating good organisational and planning skills.

What you’ll get in return:

* Starting salary between £24,407 – £25,017 (offer based on experience)
* 37.5hr working week
* 3 4 days annual leave (pro rata)
* Discount in both retail/catering
* Access to a healthcare plan
* Employer contributory pension scheme
* You will receive a staff membership which will give you (and family/friends) free (and discounted) entry to both the Highland Wildlife Park and Edinburgh Zoo as well as a number of other Zoo’s across the UK.

Shortlisting of applications and interviews for this position will take place while the advert is live; the advert will close once a successful candidate has been found. Interested candidates are therefore encouraged to submit applications as quickly as possible.

Please see the role profile for further information on what the role involves and essential/ desirable criteria.

We offer a range of great benefits which can be found at www.rzss.org.uk/about-rzss/staff-benefits

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

The key purposes of the job will be met by:
• Developing and managing relationships of trust with potential and existing corporate and private hire clients, such that Mar Lodge continually develops and maintains its status as a ‘destination’ venue, renowned for its excellence of customer service.
• Supervising teams which include members of other Mar Lodge departments and outside contractors such that there is absolute clarity of objectives, tasks and standards; and ensure their delivery towards a collective goal.
• Developing and managing the wedding & events business to increase income as part of the property’s drive for sustainability and help raise the profile of the work of the Trust at Mar Lodge in its wider context.
• Managing allocated budgets to ensure that income targets are met, or exceeded, and that expenditure is prudent and ‘value for money’
• Maintaining and recording all communication pertaining to weddings and events, such as dealing with emails, keeping the event diary up to date and informing relevant departments of planned activities.
• Managing equipment and supplies, such as banqueting furniture, catering equipment and supplies, to ensure the operational efficacy of the Lodge.
• Working within the Health & Safety regime to ensure the H&S of staff/volunteers, clients and visitors within the context of the Trust’s “Safe System of Work” regime.
• Coordinating, supervising and personally participating in the delivery and staffing of weddings, functions and events with the advice and support of the Visitor Services Manager and other team members.
• Demonstrating responsibility and accountability that all weddings and events are in line with the Trust’s Environmental Policy and being mindful of the Trust’s obligations to minimise the impact on the environment through efficient use of water/heat/light, recycling and disposal of waste and considered use of transport.

Glasgow Science Centre is a Scottish Charity and a unique 5-star visitor attraction with a vision for a Scotland where all people feel empowered through learning and engagement with science to make positive differences in their lives, communities and society.

Our mission is to inspire people of all ages to explore and understand the world around them, and to discover and enjoy science. We have been delivering interactive science experiences to schools, families, and community audiences for over 20 years, in-house, online and through outreach and we are dedicated to raising awareness of the importance of science to our nation’s wellbeing, economy, and society.

ABOUT THE ROLE

Glasgow Science Centre are recruiting for an Event Coordinator to work with the Events Team and other key GSC staff, including AV/ICT, Customer Service and Catering, to ensure that a 5* customer service is provided to all internal and external clients in the planning and delivery of all Events at GSC to ensure that both mission and commercial returns are maximised.

We are looking for someone with experience within a conference/events management role who is passionate about Food and Beverage, events and customer service. You will be responsible for leading a team to deliver high standards of customer care and effectively manage the delivery of the GSC 5-star customer service promise.

We are looking for someone with strong interpersonal and communication skills and enjoys working collaboratively with others. You have strong attention to detail and enjoy taking an organised approach to your work and have a resourceful and creative approach to challenges.

If this sounds like you, and you are passionate about GSC’s mission and values, then we would like to hear from you.

APPLICATION DETAILS

Please find full job description and details of how to apply on the Jobs and Volunteering section of the Glasgow Science Centre website.

We are equal opportunities employer and welcome applications from people of all backgrounds.

The closing date for applications is, Tuesday 7th May 2024 at Noon.