Events

PURPOSE OF THE ROLE

To support the conservation of Culzean Castle & Country Park by generating income through food and beverage, weddings, private & corporate events and at all times delivering the highest standard of visitor experience for all visitors and guests. This will be achieved by maintaining the highest standards of conservation and adhering to regional and national strategies, policies and procedures.

This role will focus primarily on the operational delivery and development of the food and beverage business for the initial 18 months due the current pausing of our wedding business, however, this role will start to develop and reestablish this part of the role from early 2025.

KEY RESPONSIBILITIES

Visitor Catering Experience
• Overall responsibility for the leadership and management and delivery of the catering facilities at Culzean Castle & Country Park. This includes, but is not limited to, the Home Farm Kitchen, Aviary Ice Cream parlour, Swan Pond takeaway outlet and castle tearoom.
• Ensuring innovative ideas and current trends in catering are constantly being delivered in all outlets on site
• Setting objectives and being responsible for the overall, day-to-day running of the catering operations
• Leading and managing a team of staff; managing performance, recognising training needs and potential as appropriate
• Managing budgets – ensuring that, as a minimum, the financial targets agreed with, in line with the budget.
• Devising, costing and sourcing menu items and consistently looking at ways of maximising income through effective purchasing and creative merchandising
• Adhering to the sale of alcohol legislation, being a Premises Manager for the park.
• Regularly monitoring customer feedback, Mystery Visitor and Visit Scotland Audits and develop suitable action plans based on the results.
• Being visitor/customer focused by being visible, approachable, and quick to exceed expectations in fulfilling customer needs.

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.

Can you deliver excellent experiences for venue hire clients and visitors?

Dovecot Studios is a world-renowned tapestry studio in the heart of Edinburgh and a landmark centre for contemporary art, craft and design. As Dovecot Events Venue Manager you will deliver all aspects of our events: from managing client enquiries and site visits to setting up our unique venue hire spaces and facilitating the smooth running of events. You will also ensure that the premises are presented to excellent standards in décor and that they provide a safe and secure space for all Dovecots’ customers and staff.

THE ROLE

The Events Venue Manager is a front-facing role, delivering private venue hire events and a curated programme of public events. Your job is to maximise use and occupancy of the spaces within Dovecot, ensuring these are best quality and safe whilst ensuring a smooth, first-class venue hire and event delivery service. You will support Dovecot as part of the commercial team by maintaining the quality of our events and unique spaces while maximising sales revenue. The postholder reports to the Head of Commercial & Operations and works with the wider commercial team to achieve income targets to support the Tapestry Studio, and promote Dovecot as a unique cultural venue.

The post holder is required to work flexibly to ensure business needs are met. Usual hours are 9am–6pm on a rota across a seven-day week, with occasional evening and Sunday opening for events such as Edinburgh Festival or other private venue hire events. This role will require some level of manual handling, for example moving tables and chairs to assist with set-ups, as well as testing technical equipment for client events.

Role Purpose: The creation, production, management, and delivery of fun and innovative family event experiences.

Role Summary:
Conifox is a family-run innovative play, food, and events business with over 250,000 visitors a year, offering fun-filled experiences just outside of Edinburgh. We are looking for a creative forward thinking, imaginative individual that has experience in the creation and delivery of immersive family focused events (our main events being Easter, Fox Fest, Halloween, and Christmas with additional smaller events throughout the year) across the business.

The role will involve the planning and delivery of all creative family focussed events ensuring effective financial planning and staff management to ensure events are delivered on time, safely within budget and meets customers expectations.
You’ll perform a vital role on the front line of our exciting family friendly business, ensuring that our visitors have an enjoyable, positive, and safe experience whilst enjoying our events and spending quality time with family and friends.

Duties and Responsibilities:
• Be the artistic lead in the creation and design of themed events which deliver an
immersive experience for the whole family.
• To lead the events team in the operations including creativity, design, planning,
build, health and safety, ticketing, admissions, and daily operation of all events.
• Effectively manage the Events Team to ensure their skills are utilised and staff costs
are controlled.
• To be responsible for financial planning and management of events ensuring the
event is delivered within budget.
• Producing and delivering an event strategy and plans that align with the Conifox
brand and incorporates our range of venue options and diverse client base.
• Working with Marketing to launch a range of events across the estate, prioritising
seasonal live events such as Easter, Fox Fest, Halloween, and Christmas, as well as
individual parties, and corporate functions.
• Working effectively with stakeholders to build strong, effective, and mutually
beneficial relationships.
• Develop standard operating procedures to improve efficiency and safety across our
Event function, contributing towards achieving key performance indicators.
• Produce insightful management information to drive growth in the events space.
• Ensuring all staff, contractor and suppliers follow correct protocols and conduct in
line with our company policies and procedures.

Qualifications, Skill, and Experience:
Required:
• Previous experience in delivering immersive outdoor and indoor family focused
events.
• Previous experience in organising large scale live events and festival themed
events.
• Extensive event management experience.
• To liaise with and support freelance actors throughout the event.
• Proven track record at delivering an event from inception to delivery.
• Strong leadership and line management experience.
• Ability to lead a team and make effective decisions while under pressure is key.
• Experience in financial planning and proven track record in delivering events within
budget.
• Strong project management skills.
• Experience adhering to Health and Safety guidelines and producing relevant risk
assessments to the events being delivered.
• Ability to work calmly and accurately in a fast-paced environment.
Desirable:
• Experience of working within a visitor attraction.
• Previous experience in overseeing secondary spend event outlet provision.
• A Scottish Personal Licence.
• Experience and knowledge of technical requirements and power distribution for
events.
• Previous experience in online ticketing systems and POS systems.

For further details contact Mark Harrison – mark@conifox.co.uk

V&A Dundee presents, supports, and hosts a wide range of events from international design conferences to fashion runways, preview nights, receptions, design fairs, talks, dinners and workshops. This programme plays a significant role in the development of V&A Dundee, reflecting our vision, enhancing engagement with our exhibitions programme, contributing to V&A Dundee’s positioning as Scotland’s design champion. Events are also a key driver of income generation and part of our commercial activities.

We are looking for an ambitious and dedicated Events Coordinator to oversee the operation and coordination of our extensive and varied programme of events and activity at the V&A Dundee.

This role will sit in the V&A Dundee Operations team but will work with all teams at V&A Dundee. The Operations team facilitate a world-class experience for all our visitors, in a safe, secure and accessible environment, supporting V&A Dundee’s mission to inspire people through design. The visitor experience function supports the wider organisation and generates income via its commercial enterprises, contributing to the financial sustainability of the museum.

Role Profile
Reporting to the General Manager- Visitor Experience, the Events Coordinator will play a vital role in supporting the events and activities across the museum, ensuring that the busy programme of activity is planned, booked, resourced, and delivered in the most efficient and streamlined way possible for all stakeholders, ultimately maximizing visitor and client satisfaction, generating optimum income and minimizing all potential risks.

The Events Coordinator will assist all event owners, both internal and external, in the planning and execution of the event. The role will be both operational and administrative in nature, ensuring the safe and efficient planning and delivery of all events in accordance with all internal processes.

We are looking for someone who loves events with an events background, experience of overseeing the logistical requirements of event delivery and who also has a good and proven knowledge of health and safety legislation and practices. The post holder will be a team player, working closely with colleagues across all teams, ensuring all stakeholders have full understanding of the events planning process and supporting with the booking and implementation of all required resources. There will be a significant amount of collaboration with our catering and event sales partner, Heritage Portfolio, and their venue sales team.

A high degree of flexibility and the ability to manage effectively, both directly and by influence, will be key to this exciting role. The Events Coordinator must enjoy working in a fast-paced, collaborative environment, and thrive under pressure. Excellent organisational skills, attention to detail and the ability to prioritize and delegate tasks are essential.

To find out more click the link to apply.

We’re looking for an Events Assistant to join our friendly and professional events team to help plan and host an ever-expanding range of events and activities. Ideally with a background or qualification in hospitality, you’ll bring creativity, organisation and fun to the role. You’ll help with food & beverage service at events and behind the scenes you’ll assist with the administration of booking, planning and hosting the wide variety of events we offer.

Winton Castle and Estate lies in the heart of East Lothian’s countryside, 14 miles south east of Edinburgh and is home to Sir Francis Ogilvy and his family. In addition to being a family home, the Castle is open for corporate hospitality, a venue for dinners, weddings, activity days and meetings. Within the Estate there are several large self-catering properties, which also act as separate venues, popular with Stag and Hen Parties, as well as family holiday groups and Wedding guests. The estate also houses the walled garden and Potting Shed, used as a hub to host smaller events and activities.

The Role of Events Assistant
Our current events management team are highly experienced, proactive, fun and supportive and to allow for continued business growth, additional operational and administrative support is required, with a forward-looking approach to improving our current systems. You will assist at events with the Food & Beverage service team and behind the scenes, out with event times, you will assist with the organisation and creation of the wide variety of events on offer at Winton. We provide the highest standard of service and want our guests’ expectations to be exceeded – you will be a vital part of the team ensuring that this is consistently achieved.

The Applicant
This position is one of trust and responsibility. You will have excellent communication skills and a sound understanding of events and clients. Behind the scenes you will have excellent organisational skills with the ability to work unsupervised, taking the initiative to get things done and solve problems, often on the fly. You should have a thirst to improve efficiency and make a growing business work smarter rather than harder, particularly in the use of technology to help workflows and communication.

Skills/experience required

Essential
• Strong verbal communication skills and the ability to relate comfortably with guests, clients of all types, colleagues and suppliers
• Food and beverage service experience
• Ability to manage staff in relation to food and beverage standards and procedures
• Administration experience
• Excellent attention to detail and ‘completer-finisher’
• Comfortable utilising software and exploring ways to get computers to automate tasks
• Good written communication skills
• Excellent telephone and ‘selling’ manner
• Sense of fun at the right times
• Flexibility to changes imposed by clients or colleagues and demands of events
• Ability to adapt, enjoy and be active in the surroundings of a busy events environment
• You will be self-motivated, with drive for personal learning and development

Desired
• Previous experience working in a similar luxury exclusive use venue or within a hospitality, catering setting is desirable but not essential.
• A qualification in hospitality and tourism, or other relevant qualifications would be an advantage
• An interest in the use of data to improve systems and efficiency
• Experience with Social Media; widening audiences and using it to best represent a business
• Knowledge of basic Health & Safety and Fire Safety requirements

Duties:

• Assisting with planning for events, creating comprehensive operational check lists
• Setting up for events and aiding with the clear down
• Communication with in-house teams on event requirements and changes
• Helping to implement new systems for efficient communication and working practices
• After training; managing and running the waiting team at larger events
• Hosting smaller events, in time
• Handling initial enquiries by telephone, email or direct contact
• Promote the facilities to prospective external clients by demonstrating an in-depth knowledge of the products and services on offer
• Follow up on enquiries in a timely manner to maintain conversion levels
• Playing your part in the care of the Castle contents in addition to the security of the property during and post event
• Assistance with database management

Terms and Conditions

Hours of Work
This is a full-time, 40 hour per week role. Generally working 5 days out of 7. With the nature of the business, this will often include long shifts and weekend work which will be rota’d in advance.

Pay – From £24,000 per annum depending on experience.

Transport – No transport is available so the ability to drive is essential. Winton Castle is in a rural location and the applicant must be able to arrange their own travel to and from the Castle at all hours of the day and night.

How to apply – Please send your CV and cover note to: recruitment@wintoncastle.co.uk

Eden Scott is delighted to be working with Dynamic Earth, a charity Launched in 1999.

Dynamic Earth has attracted over five million visitors since opening its doors. As the only science centre in the UK dedicated to telling the story of our planet, they have a unique proposition that attracts over 175,000 visitors a year. Within Scotland they are one of the four science centres that play a key part in promoting engagement in STEM across the country, including in schools. Indeed, in addition to visitors to their centre, they engage with many thousands of people through their learning and outreach programme across Scotland.

The Charity will celebrate its 25th anniversary in 2024. By then they will have defined an exciting blueprint for how they want to reshape their exhibition to tell new stories specific to the crisis we are all now seeing play out before our very eyes.

An opportunity has now arisen to join the Events Department as Event Business Development Manager, the department is part of their Visitor Experience and Events Directorate that brings together Events, all Food & Beverage offerings, Retail, Visitor Services, Operations and Technical (Exhibition maintenance and Events AV).

They host hundreds of events each year ranging from small, boardroom style meetings, to gala dinners and awards ceremonies for up to 500 guests. The centre transforms from a daytime science centre to a vibrant events venue in the evening. Additionally, as a unique feature, their events guests can visit the Dynamic Earth exhibition as part of their experience with a Rainforest or Polar drinks reception (science engagement can take many shapes!).

The revenues generated from Events form a significant part of the organisation’s income and helps the charity deliver its science engagement work. Join us in making a difference!

Key responsibilities:

Events sales strategy – You will be responsible for developing and delivering a strategy that defines how Dynamic Earth can drive new business and maximize existing relationships.
Campaign development – You will work with the Marketing Team to ensure we have the right sales messages, brochure, web content and campaign to drive maximum sales enquiries for events at Dynamic Earth.
Relationship building – You will develop a strong set of relationships with event organizers, tourism bodies like VisitScotland and other event intermediaries, to maximize awareness of Dynamic Earth’s compelling and unique offer
Festive events – You will lead on securing sponsorship and table sales for the much-loved Dynamic Earth Christmas Parties, as well as looking at how we develop high-scale celebration events across the year. Increasingly this will include considering how to provide event solutions with environmental sustainability in mind at all times.
Sales reporting and budget management – You will ensure we have a clear picture of booked income and how we are performing against plan. Reporting performance with contextualized data on market trends will help us understand how we are doing.
Record management – You will ensure we keep our contacts database constantly updated and complaint in terms of data retention. And your records will help determine which customers may be willing to expand their relationship with us through CSR, pro bono and in-kind corporate giving initiatives.

Key skills and experience required:

Minimum of 3 years management experience in a similar sales environment.
Able to demonstrate a pro-active and positive approach to the full range of sales activities required for this role.
Ability to create, drive and deliver the Events Sales Activity Plan.
Ability to motivate the Sales & Events team.
Exceptional organization skills and the ability to work well under pressure.
Experience in managing a sales process & team.
Degree in Event Management or equivalent is desirable.

This role offers an excellent competitive salary of £35,000 and significant company benefits from day one:

34 days annual leave (which includes 9 bank holidays)
Complimentary entry to Dynamic Earth for family and friends
Free staff car-parking
25% Discount in the Dynamic Earth Gift Shop
Subsidised meals from the Café
Free entry to ASVA member visitor attractions (subject to conditions)
Limited Gym Membership at the Holyrood Hotel (subject to conditions)
Staff Canteen (complimentary tea & coffee)
Dynamic Earth Values Award
Matched company pension contribution scheme of up to 5% (dependant on employee contribution)
Confidential advice-line through their Employee Assistance Programme
Life Assurance cover of 4 times annual salary
Up to 3 years Critical Illness cover
Edinburgh based. Hybrid working

Eden Scott is dealing exclusively with Dynamic Earth on this vacancy so to be considered for this exciting opportunity with a truly unique and best in class employer, please submit your CV online or to sally.rae@edenscott.com

An exciting opportunity has arisen at House for an Art Lover for a Sales and Events Manager.

You will be responsible for the running of the Conference, Wedding & Events Sales Department, and overseeing the team to ensure the accurate administration of all events, including weddings, within House for an Art Lover.

The role includes dealing with all marketing, advertising, social media, literature and maintenance of the web site. Additionally conducting show rounds of the venue, liaising with clients and creating/ overseeing all relevant paperwork for bookings to ensure accuracy, and venue requirements are met. Maintaining strong relationships with existing clients and attending networking events to build new relationships is also a large part of the role.

Responsible for general venue administration and office management, liaising with and working alongside other departments to ensure smooth running of the business needs. You will be required to train and develop your team. You will work alongside the Operations Manager to ensure efficient day to day operation of the business in the absence of the Chief Executive.

The ideal candidate will have previous experience in a similar role, preferably with a working knowledge of a hospitality operating system. Must have strong communication skills, attention to detail, be PC Literate and have experience of using Microsoft office packages.

40 hours per week office hours, to include occasional weekend work.

Eden Scott is delighted to be working with the National Trust for Scotland, a charity established in 1931, to provide access and enjoyment to the properties, places and collections in its care. They also exist to protect what they look after for future generations to enjoy; and increasingly they are keen to act as a strong conservation voice for heritage and climate change response across Scotland.

An exciting opportunity has arisen to join the team at the Trust in the role of Visitor Services Supervisor (events) at Fyvie Castle.

This magnificent fortress in the heart of Aberdeenshire is a sterling example of Scottish Baronial architecture. Inside, the rooms are filled with antiquities, armour and lavish oil paintings. Out in the grounds the grandeur continues, with a picturesque lake and an unusual glass-roofed racquets court.

This is a broad ranging role which will manage and develop Fyvie Castles functions and events business and corporate -private hires.

The Visitor Services Supervisor will ensure income opportunities are maximised in the context of consistently high standards of customer care and Castle presentation.

Functions at Fyvie Castle can range from intimate family dinners and tours to large corporate events and weddings for up to 90 guests. Every function requires the same level of planning and care, to deliver an outstanding product to their clients. 

As Visitor Services Supervisor you must have good self-motivation and organisational skills and be able to lead a team of staff and external contractors, to deliver events in a smooth and professional manner. 

Key responsibilities of the role include:
Developing and managing relationships of trust with potential and existing corporate and private hire clients, such that Fyvie Castle continually develops and maintains its status as a ‘destination’ venue, renowned for its excellence of customer service.
Supervising teams which include members of other Castle departments and outside contractors such that there is absolute clarity of objectives, tasks and standards; and ensure their delivery towards a collective goal.
Provide duty management cover for the main visitor attraction as and when necessary, as part of a team of duty managers. To ensure the overall visitor experience remains to the highest standard. 
Developing and managing the functions 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 Fyvie Castle 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 functions 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 Castle. 
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 functions and events are in line with the Trust’s Environmental Policy.

We are seeking a candidate with the following skills/experience:

Event Management experience demonstrating organisational, time management and coordination skills
Proven sales skills with the ability to achieve targets 
Strong personal belief in the value of excellent customer care with the ability to translate this into actions
Excellent team worker with the ability to work constructively between different teams, and lead and motivate others
Effective verbal and written communication skills combined with confidence in dealing with a wide range of customers
Hold a clean and current UK driving licence. 

This role offers an excellent competitive salary within a range of £25,603 – £27,318 plus significant company benefits.
Eden Scott is dealing exclusively with the Trust on this vacancy so to be considered for this exciting opportunity with a truly unique and best in class employer, please submit your CV online or for an informal chat/to receive the full role information pack please call Sally on 07776 662506.

Brodie Castle is set within a 75 acre “policies” estate, it is the ancestral home of the Brodies of Brodie and consists of a number of listed buildings including the main 16th century Z plan Castle, stables, walled garden, gate houses and gardeners bothy, as well as a number of estate houses currently used as holiday lets. The Castle consists of dressed rooms used as a guided tour visitor experience and houses a collection worth over £6m. Within the Castle is the main catering outlet and retail facility as well as housing the main estate offices. There is also the Lairds wing, a luxury 7 bedroom holiday let within the Castle.

The wider estate consists of a nationally significant designed landscape with Victorian Shrubbery, tree lined avenues, commercial forestry, agricultural land and mature mixed woodlands surrounding a manmade lake. Within the old walled garden is a Playful Garden, consisting of imaginative play area, formal gardens and the national daffodil collection. This area is served with separate catering and retail facilities.

JOB PURPOSE

The Visitor Services Supervisor – Events will develop and drive a calendar of in house and third-party events to increase visitor numbers, generate income and deliver educational and engaging family events across the site.

They will also develop and drive hospitality in its corporate and commercial capacity (weddings, private hire and corporate events) working closely with the F&B manager to maximise income across these bookings.

The Visitor Services Supervisor plays a pivotal role ensuring that the management objectives are translated into pragmatic actions by staff, and, with delegated responsibility for functions and events, is the “face” of the Trust to visitors and corporate/private-hire clients. As such, they directly influence public perceptions of the Trust and is crucial to developing and maintaining the property’s local/national reputation.

The successful candidate will be expected to work long and unsociable hours on occasion to achieve tough financial objectives. They will be outgoing, assertive, and approachable with a flair for innovative ideas.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Hospitality & Event Management:
o Develop and promote – in conjunction with the Visitor Services Manager – a program of special events that demonstrate a “return on investment” to contribute to the property’s financial sustainability as well as generating visits.
o Undertake direct and indirect interaction with corporate/private-hire clients, third party events companies and those attending events; ensuring that their needs are anticipated and met as part of the property’s drive for excellence in customer care.
o Lead interaction with couples and corporate/ private-hire clients regarding the booking process and ensure that efficient arrangements are made for the property for weddings, events, and corporate/private hire.
o Coordinate, supervise, and personally participate in the staffing of weddings, corporate/private-hire functions and events with the advice and support of specialist/advisory staff and volunteers.
o To act as Duty Manager on a shared basis, which will involve weekend and evening work.

• Planning and operational delivery:
o In conjunction with the Operations Manager and VSM, create and deliver a strategy to achieve specific financial and reputational objectives.
o Continue to expand and develop the ongoing three-year event plan and work towards annual venue specific income targets for commercial private hire functions.
o Maintain and record all communications pertaining to all functions and events.
o Co-ordinating with all departments to ensure an efficient delivery of customer services during functions and events.
o Execute the functions and events in conjunction with licensing laws for Public Entertainment Licensing and Alcohol Licensing. This will also include evaluating and creating risk assessments and insurance documents.
o Ensure that access arrangements to the Castle (in particular) are coordinated with the Visitor Services Manager – Visitor Experience & Collections Care Assistant, and are consistent with the Trust’s policies and procedures for collections conservation and management, and buildings repair and maintenance on the advice of its specialists (e.g. Conservators, Curators, Building Surveyors).

• People management:
o Liaise with new and existing stakeholders and initiate partnerships to increase awareness of our heritage.
o Build relationships of trust for all clients from inception to delivery to provide exceptional customer service.
o Supervise services provided by third parties (e.g. suppliers, contractors, franchisees) such that they adhere to Trust policy and standards and ensure the safety of staff, volunteers, visitors and others.

• Business Management & Administration:
o Create and support others’ financial/commercial initiatives that ensure the property’s drive for sustainability.
o Ensure that the administration activities for Weddings, corporate/private-hire business and Events at the property are carried out to Trust procedures, including: all relevant reporting relating to staff, visitors, health and safety, finances, exchange of contracts and general correspondence/record-keeping etc.

• Health, Safety & Environmental (HS&E) Management:
o Demonstrate responsibility and accountability for H&S relating to Corporate/private-hire business and Events, embedding the Trust’s “Safe System of Work” and through active management of procedures (Risk Assessment, CoSHH, HACCP, RIDDOR, reporting), people (staff, volunteers, visitors), tools/equipment, and the site itself.
o Demonstrate responsibility and accountability that Corporate/private-hire business and Events are in line with the Trust’s “Environmental Policy” and mindful of the Trust’s obligations to minimise the impact on the environment, through e.g. efficient use of water/heat/light, recycling and the disposal of waste, considered use of transport.

REQUIRED QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

The above outlines the key skills the post-holder will need to possess and exercise. In addition, either knowledge of or experience in the following is required:

Essential
• Previous experience of working in a visitor/heritage attraction – ideally including supervision of staff and/or responsibility for specific activities
• Event Management experience demonstrating organisational and coordination skills
• Sales experience with the ability to negotiate effectively
• Strong personal belief in the value of excellent customer care with the ability to translate this into actions
• Excellent team-worker with the ability to work constructively between different teams, and lead/motivate others
• Excellent organisational, administrative and time-management skills with the ability to prioritise and re-prioritise workload to meet changing demands
• Excellent interpersonal and communication skills combined with confidence in dealing with a wide range of internal and external customers
• Hard working with a keenness to work flexible hours including evenings and weekends
• The ability to think and act quickly when confronted with emergencies
• Competent user of Microsoft Office products
• A willingness to work with and support other departments as an when the need arises

Desirable
• A formal qualification in Hospitality or Event Management
• Demonstrable experience of delivering high quality service within a performance indicator environment.

The Key Responsibilities, Scope of Job, and Required Qualifications, Skills, Experience & Knowledge reflect the requirements of the job at the time of issue. The Trust reserves the right to amend these with appropriate consultation and/or request the post-holder to undertake any activities that it believes to be reasonable within the broad scope of the job or his/her general abilities.

PURPOSE OF THE ROLE

This specialist role exists to drive and deliver a wide programme of events and activities within Robert Burns Birthplace Museum (RBBM) primarily but also within the 2 satellite sites of Souter Johnnie’s Cottage and Bachelors Club; and to source sales and new hospitality business opportunities for weddings, functions and corporate business and ensure operational delivery of functions and events to a high standard. The post-holder will work closely with food & beverage and visitor services staff and volunteers, the Learning Manager and Curator within the property to ensure that functions and events are conceptually sound, financially and operationally viable, and appropriate for the Burns group of properties. The purpose of the role is to generate significant additional income to support conservation and learning at RBBM, and to encourage new audiences to visit the properties. This post requires energy, creativity, ambition and flexibility in order to create functions and events that make RBBM ‘Scotland’s must-see attraction, acclaimed internationally and loved locally’.

KEY RESPONSIBILITIES
The Key Purposes of the job will be met by:
• Developing and ensuring delivery of a varied programme of events, including an appropriate marketing plan, in order to generate additional income and develop new audiences for the property and its satellite sites
• Proactively seeking new functions business
• Forward planning with management team and other staff and volunteers to ensure that functions and events operate efficiently and effectively
• Ensuring the efficient set up and delivery of all functions and events with excellent standards of customer service in line with client requirements.
• Ensuring that volunteers, staff and contractors brought in to deliver events or hospitality services adhere to the Events Manual guidelines
• Delivering events on time, within budget, that meet (and hopefully exceed) expectations
• Setting, communicating and maintaining timelines and priorities on every function / event
• Communicating, maintaining and developing relationships with clients, suppliers and contractors. Develop a strong network of customers and clients within the area and within the local communities. This is a key part of the role, and the post-holder must have a strong sales ability and excellent interpersonal skills
• Providing leadership, motivation, direction and support to functions and events staff and volunteers
• Proactively develop relationships with key industry players
• Acting as Trust Duty Manager
• Managing allocated budgets to ensure that expenditure is prudent and ‘value for money’ and income budgets are met and where possible exceeded in Events and Functions income. Ensure that income potential is maximised in Food & Beverage and Retail.
• Managing equipment and supplies (such as banqueting furniture, catering equipment and supplies, cleaning equipment and supplies, laundry) to ensure the operational efficacy of all aspects of functions and event delivery.
• Ensure the safe handling of the collection in its removal/storage during events is undertaken (by the appropriate collections care staff) in coordination with the Curator.
• Ensure the safe and appropriate transportation and handling of collection items when attending events / functions off-site, in co-ordination with Curator and Collections Care team.
• Ensuring that RBBM and NTS websites are kept up to date particularly with regards to events listings.
• Working with the property team to create interesting and appropriate social media content, ensuring it is appropriate, relevant and engaging.
• Develop a network of contacts to promote the Burns group of properties.
• Actively promote the events programme through the design and production of marketing material.
• Preparing business plans, sourcing and liaising with HQ for grant funding or sponsorship for events as appropriate
• Use of online ticketing systems such as Eventbrite for Events

Customer Service
• Ensuring excellent customer service and quality delivery
Health and Safety, and Environment

• Working within 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

Staffing Structure

The current duties of this job do require a criminal records (Disclosure Scotland) check to be carried out.

SCOPE OF ROLE
People Management
o Management of staff and Volunteers working at functions and events
o Building and maintaining relations with catering and functions suppliers with whom we have or could build business relationships for RBBM
o Working closely with the Visitor Services Manager, Food & Beverage Manager, Facilities Manager and Learning Manager in planning and delivering functions and events
o Working closely with specialist Trust staff (e.g. Collections Care, Curatorial, and Hospitality) based at local and central support bases to ensure Trust policies and standards are implemented

Financial Management
• Delegated responsibility for the Functions and Events budget at RBBM
• Being responsible for all event project budgets from start to finish
• Sourcing and applying for grant funding or sponsorship for events as appropriate

SKILLS, EXPERIENCE & KNOWLEDGE
The above outlines the key skills the job holder will need to possess and exercise. In addition, either knowledge of or experience in the following is required:

Essential
o Significant sales experience and front-line interaction with customers
o Operational experience in Functions and Events management
o Ability and willingness to be hands-on in the delivery of the above points
o Experienced in managing functions and events and ensuring the smooth delivery in a pressured environment
o Creative flare
o Personal commitment to excellence in customer care
o Experience of fundraising for events through grant applications
o Attentive to detail with an eye for presentation and finish
o Excellent interpersonal skills, with an ability to get along with a wide range of people.
o Excellent presentation skills
o Evidence of teamworking and partnership working

Desirable
o Good IT skills
o Previous experience of working with hospitality/catering suppliers and specialists
o A genuine understanding of and belief in, the work of the National Trust for Scotland

The Key Responsibilities, Scope of Job, and Required Qualifications, Skills, Experience & Knowledge reflect the requirements of the job at the time of issue. The Trust reserves the right to amend these with appropriate consultation and/or request the post-holder to undertake any activities that it believes to be reasonable within the broad scope of the job or his/her general abilities.