/ Recruitment
Job Description & Person Specification
Group Booking Co-Ordinator

Dear Sir/Madam,

Thank you for your enquiry regarding the position Group Booking Co-Ordinator with The Anvil Trust Ltd.

The role involves responsibility for group sales, selling tickets for all events and providing good customer service to all our patrons.Shifts will vary each week and will involve daytimes, evenings and weekends. You would be working as part of a small friendly team and need to be flexible in your availability. Due to the nature of our business, the hours and days available each week will vary. This is not a standard 9am-5pm position.

The role involves dealing with a variety of customers and we are looking to recruit someone that can demonstrate good people skills. The salary for this role is £18,000 per annum.

The closing date for applications isFriday 23rdFebruary. Interviews will be held on Thursday 1st March.If you have not heard from us by Tuesday 27th February then your application has not been successful on this occasion.

Please see below the job description and person specification. If you wish to apply for this position please download our application form and equal opportunities monitoring form to be completed and returned to:

Recruitment

The Anvil Trust

Churchill Way

BASINGSTOKE

RG21 7QR

Or e-mail a completed signed application to . Company policy requires all applicants to complete an application form; we do not accept CVs.

Thank you for your interest in Anvil Arts.

Yours sincerely

Rebecca Rawlings

Box Office Manager

JOB DESCRIPTION

JOB TITLE:Group Booking Co-Ordinator

DEPARTMENT:Marketing & Programming

RESPONSIBLE TO:Box Office Manager

Job Description - General

To act as a front line representative of Anvil Arts, delivering an accurate, efficient and courteous ticketing and information service to all patrons.

The key objectives of the post are:

  • To increase the level of group sales for Anvil Arts.
  • To maximise Anvil Arts revenue by pro-active and efficient ticket sales.
  • To be committed to excellent standards of customer care and service.
  • To ensure the best presentation of the box office area.
  • To participate in team briefings as necessary.
  • To maintain accurate information on all mailing lists held on the ticketing system.
  • To undertake such training as deemed necessary by the Box Office Manager.
  • To maintain an excellent and professional quality of operation and communication - both within the venues and with visiting companies, artists and hirers.
  • To undertake any other duties as are reasonable and appropriate to this job description.
  • To co-operate with the Box Office Manager in a regular review of this job description.

Job Description - Specific

1. Group Sales

  • To develop and maintain good relationships with group organisers, teachers and other contacts.
  • To research new groups and make contact with the aim of converting to ticket sales.
  • To maintain accurate information on all group contacts
  • To administer confirmations and invoices in a timely and accurate fashion.
  • To ensure Front of House staff have consistent, accurate information on groups which have booked.
  • To work with Front of House staff to increase pre-order sales from groups.
  • To review current means of communication with groups.
  • To develop promotional ideas to implement in conjunction with appropriate

Anvil Arts staff.

  • To report activity and results regularly to the Box Office Manager.
  • To liaise with the Community Engagement Manager as required.

2. Customer Service

Box Office staff are expected to:

  • Sell tickets, in person, over the phone and by the online booking service.
  • Provide customers with accurate and up-to-date information on all Anvil Arts performances and events, particularly when a change has been made to an advertised programme.
  • Maintain a good working knowledge of the venues and their surroundings. This includes local parking, opening times, and conditions of sale, departmental staff positions and corporate events.
  • Deal with complaints and messages in a professional manner by accurately taking down the details and passing them onto the relevant authority, as detailed in the staff handbook.
  • Remain polite and courteous when dealing with all Anvil Arts customers at all times.
  • To be especially aware of the access requirements of all patrons.
  • Ensure the highest standards of personal hygiene and presentation, including the wearing of correct uniform and name badge whilst on duty.

3. Systems

Box Office staff are expected to:

  • Complete all master file information correctly to the standards set out.
  • Ensure cash is checked and signed for by another member of staff at the end of each shift.
  • Act responsibly when changing money in the safe.
  • Check for duplicates before adding master files to the database. Any duplicates found should be merged.
  • To be responsible for regularly checking the ticketing system for unpaid reservations and chasing up payment on these.
  • Open and close up the box office and the computer system, including running any daily sales reports.
  • Cash up and bank the box office monies, completing relevant paperwork and End of Day Reports.
  • Co-operate with any revisions to the systems above, or with any new systems added.

4. Marketing

Box Office staff are responsible for:

  • The general upkeep of the leaflets and poster displays in the box office area, foyers and external sites.
  • Pro-actively encouraging customers to join the mailing list.
  • Maintaining Anvil Arts group and Friends lists.
  • Postcode cleaning, as detailed within internal procedures.

RELATIONSHIPS

Box Office staff are expected to:

  • maintain good relationships with, and provide excellence in service to:

a) Patrons, sponsors and board members

b) Artists, companies and all other individuals and organisations with whom Anvil Arts seeks to work.

  • promote and maintain good working relationships throughout the organisation,

recognising the specific working practices of other departments.

PERSON SPECIFICATION

Essential Skills

  • Experience of customer service in a working environment
  • Ability to engage appropriately with customers in person and over the telephone
  • Experience of working successfully as part of a team
  • Demonstrable high level of attention to detail
  • Experienced keyboard user in previous employment or college
  • Willingness to learn new skills, particularly in an IT context

Desirable Skills

  • Experience of handling financial transactions
  • Experience of group bookings work

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