Visitor & Events Support (Permanent): Job Description and Person Specification

Job Description

Job title: Visitor & Events Support

Responsible to: Building & Sustainability Manager

Hours: Full-time 37.5 hours per week. Visitor & Events Support staff cover the Welcome Desk in two shifts each day Monday to Friday.  One shift starts at 8.00am and finishes at 4pm and the other shift starts at 1.30pm and finishes at 9.30pm. Some lone working is required 

Contract: Permanent

Holiday entitlement: 22 days per annum plus Bank Holidays

Notice period: One month

Probationary period: Three months

Office base: The Dance Space

Salary: £24,570 per annum from 1 April 2025

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 artists and staff
• Help all artists and hirers with studio and meeting room systems
• Open the building in the morning and ensure it is securely closed at night

Building & Sustainability support

• Carry out routine building checks and report any issues to the Building & Sustainability Manager
• Carry out weekly fire alarm checks and ensure records of these are kept
• Support waste recycling
• Undertake ad hoc support and other operational and administrative tasks as required

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 & Sustainability 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 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

Visitor & Events Support (Permanent)

How to Apply