Visitor & Events Support: Job Description and Person Specification

Job Description

PURPOSE OF POST

To play a key role in the smooth running of The Dance Space, ensuring our artists, clients and visitors have the best possible experience.

Key Tasks

• To work at all times to deliver and represent the mission, values and strategic aspirations of South East Dance as outlined on our website.
• To work closely with the Programming team and Head of Venue Hires to support their project management and administrative needs
• To support and deliver key projects as directed, ensuring targets and activities are delivered to a high standard

SPECIFIC TASKS

Welcome Desk:

• Be a welcoming and professional primary point of contact for South East Dance
• Meet and greet visitors and alert staff to the arrival of visitors as appropriate
• Ensure that all customers, visitors and staff are dealt with in a welcoming, professional and courteous manner
• Collect visitor data as required
• Ensure that the studios are ready for each use and inspect them after use to ensure that they have been left clean, tidy and without damage
• Be responsible for all incoming and outgoing mail and deliveries, ensuring that incoming items are given to the appropriate recipient
• Handle all enquiries, answering phone calls, taking messages, updating voicemail messages and checking and responding to emails
• Use Yesplan, our calendar and room booking system, to input details of upcoming classes, events, hires and building maintenance (Training on Yesplan will be provided)
• Use Monad, our Customer Relationship Management (CRM/ticketing system) to sell tickets for classes and events (Training on Monad will be provided)
• Support the Communications team in preparing classes and events for sale
• Manage the fob cutting system for visitors, tenants and staff
• Help all artists and hirers with studio and meeting room systems
• Ensure the building is securely closed at night

Studio and Meeting Room Hires support 

• Enter details of bookings onto YesPlan
• Assist with room set-ups and refreshments
• Pass on enquires received via telephone or email to the Head of Venue Hires and respond to such enquiries as required
• Meet and greet hires personnel on arrival and assist with settling them into their space

General

• Respond to day-to-day queries from staff
• Work within all legislation and company policy including equal opportunities, safeguarding and health and safety
• Be a Fire Warden and a First Aider (training will be provided)
• Represent South East Dance’s values and work at all times
• Maintain excellent communication with all staff and building users to ensure the effective flow of information including keeping up to date on all activities in the building
• Attend team meetings as required
• Support the work of the programming, communications and administrative teams as required
• Undertake such other duties as may from time to time be allocated by the Building Manager, Senior Management Team or the Board of Trustees

Person specification

Experience and skills

Essential:

• General administrative experience
• Computer literacy including familiarity with Word and Excel
• Ability to safely, lift, carry and move equipment
• Ability to work effectively under pressure and always remain calm
• Ability to work independently and as part of a team
• An honest and reliable character
• Demonstrable commitment to equality, diversity, inclusion and access
• A friendly approach and strong communication skills
• Willingness to undertake all necessary training and a Discloser & Barring Service (DBS) check

Desirable:

• Experience in a customer-facing role 
• Experience with CRM/ticketing systems
• Experience of working in an arts environment
• An interest in dance