We Are Hiring: Bookings & Events Coordinator

We are looking for a friendly, proactive and organised person to join our operations team at St Anne’s House.

THE ROLE

This role sits within the Operations team at Bricks, and our primary focus is the realisation of St Anne’s House as a successful social enterprise offering a welcoming, safe, accessible and community-responsive mixed-use hub.

As Bookings & Events Coordinator you will be responsible for ensuring the smooth-running and profitability of income generating events, activities, hireable spaces, gallery hires and community rooms for Bricks at St Anne’s House, including health & safety, bookings systems, and communicating with prospective hirers and events organisers.

You will work closely with the Head of Operations and the Tenants and Facilities Coordinator to ensure St Anne’s House is run profitably, that Bricks’ organisational values and local community priorities are met, and that everyone who uses the building & its facilities has a good experience. 

KEY OBJECTIVES

• Oversee the day to day management of room hire and events bookings
• To ensure St Anne’s House is safe, efficient & welcoming, operating within the law,  best practice and within Bricks’ own organisational standards & values. 
• To manage and coordinate the Events Assistants
• To develop and deliver a programme of profit making public events 
• Ensure that risk assessments are carried out and that all third party users of St Annes House are aware of and compliant with health & safety legislation.

RESPONSIBILITIES

Hire spaces

• Work with the Communications Producer to market hireable spaces, ensuring occupancy is high and that the information on our website is accurate.
• Develop & maintain a bookings system including recording hirers’ details for communications within GDPR compliance.
• Liaise with prospective hires, ensuring their activities are complementary to Bricks’ values, and that we can meet their needs.
• Prepare spaces for hire in advance of arrival, ensuring all materials and extras requested are fit for purpose and in good condition including reception. 
• Welcome hirers on arrival, or arrange staffing for welcoming ensuring the Events Assistants have all the information they need about hirers’ requirements.
• Work to ensure hirers have a positive experience.
• Be the first point of contact for tenant questions related to hiring events & exhibition spaces.
• Work with the Head of Operations to maintain and develop spaces as funding allows, to meet market needs.
• Develop & maintain a system for gathering feedback from hirers, with regular review & evaluation of feedback, responding to complaints positively, and capturing data for Social Impact reporting. 
• Monitor occupancy and income from hireable spaces, reporting monthly to the Head of Operations.
• Manage the booking/scheduling of equipment hire including AV, furniture and gallery items. 

Events

• Plan and deliver an annual programme of profit-generating public events at St Anne’s House, complementary to the grant-funded community & creative programme, ensuring that all events are inclusive, accessible and well-run, and that targets for profitability are met.
• Hold responsibility for food and bar offer, including stock control, health & safety and quality standards.
• Ensure compliance with all legislation and restrictions relevant to events and hires, such as licensing, fire & evacuation plans, insurance, lease, and health & safety.

Filming

• Leading on filming hires, including marketing of spaces, liaising with Bristol Film Office, preparing for, facilitating and gathering feedback on filming hires, building relationships with location managers and film-makers.

Events Team & Volunteers 

• Manage the Events Assistant team during bookings and events. 
• Ensure the Events Assistant team is included in any building updates. 

• Work with the Community and Engagement Producer to recruit, induct volunteers. 
• Manage volunteers during events. 

Finance/Accounting relating to role including:

• Invoicing, ensuring all hire payments are received each month, escalating to the Head of Finance if appropriate.
• Petty cash management. 
• Monthly report to Head of Operations on all rental & hire occupancy, income & expenditure.

Other duties

• Collaborate with the Facilities & Tenants Coordinator to ensure the smooth day to day running of SAH.
• Other duties relating to the post as mutually agreed.
• Supporting the wider Bricks team to meet the charities objectives.
• Support with managing the building security systems and updating stakeholders where appropriate.  
• Manage external emails, forwarding messages to the appropriate team member

Person Specification:

Essential

• The ability to communicate effectively with a wide range of people
• Welcoming and approachable
• Able to work under pressure and think on your feet
• Willingness to work flexibly
• Previous experience in a similar role
• Experience of coordinating bookings and events.
• Experience managing a small events team and volunteers
• A working knowledge of health and safety, risk assessments and safeguarding as they relate to bookings and event management
• Ability to work collaboratively and respectfully as part of a small team
• A confident self-starter, able to take the initiative and work independently

Desirable

• Comfortable with Google Workspace suite
• Experience expanding a room hire offer including for income generating events
• Experience of budgets and day to day financial management
• Experience recruiting and working with volunteers
• Knowledge and understanding of licensing including running a bar and stock control
• Experience of evaluation and reporting for social impact purposes
• A local connection to St Anne’s and the surrounding area, or good knowledge of local networks
• Good understanding of inclusion and diversity with the commitment to applying these in practice

TO APPLY

How to apply

If you require this job description in another format please contact us.

Pre application

– Please read the applicant privacy notice here

– To ask questions pre application please email hr@bricksbristol.org 

– FAQ will be listed on this live document

Application

Our application process is blind — all applications are assessed anonymously, with all personal details removed to ensure fairness and reduce bias. We do not accept CV’s as part of the application process for this role.

Apply for this role by completing our application form, available to download as a Word document — if you need this in another format please email hr@bricksbristol.org. 

– Application Form here.

Please can you also fill in our:

– Skills matrix: here.

– Monitoring form: here.