UNISON
EVENTS AND FACILITIES COORDINATOR
SYSTEMS MANAGEMENT SECTION
REF: ORD/106T
JOB DESCRIPTION
JOB TITLE: Events & Facilities Coordinator
GRADE : 8
HOURS: 35 hours per week
LOCATION: UNISON Centre, London NW1
REPORTS TO: Events and Marketing Administrator
OVERALL SUMMARY
The role of the Events / Facilities Coordinator is to provide a high level of customer service to all users of the premises including the EGA Gallery. This is a wide ranging post and the holder is required to support the events management function at the UNISON Centre, provide reception/visitor booking in cover as required and monitor the Facilities helpdesk desk, taking appropriate action where required. The post includes administration of the meeting room database (Condeco); co-ordination of the day to day activities of the meeting facilities and actively supporting the marketing of the meeting rooms for external use. Flexible working to cover evening and weekend external client events may be required from time to time
Key Tasks and Responsibilities
1. To coordinate the day to day requirements of the meeting room facilities.
2. To be the named on site contact point for meeting room visitors
3. To ensure that all arrangements for meeting rooms (layout, equipment, catering etc) are planned, organised and in place.
4. To show potential external customers the UNISON Centre meeting and hosptitality facilties
5. To be a “super user” of the room booking database, Condeco, and provide support and guidance to room booking system users wishing to book rooms/catering and other facilties
6. To raise invoices for room hire and other services used.
7. To support the reception desk as required
8. To coordinate portering duties for room configuration and take down.
9. To liaise with the Catering supplier with regard to hospitality requirements and obtaining quotations for events
10. To liaise with the IT supplier with regard to IT / AV requirements.
11. To log and manage customer complaints.
12. To manage the usage of meeting room accommodation and carryout daily Health &Safety inspections.
13. To produce formal correspondence as required.
14. To implement visitor policies.
15. To be a contact point during emergency situations.
16. To support the facilities helpdesk and coordinate support calls
17. To provide an administration function for the facilities section
18. To ensure good health and safety practice at all times
UNISON
EVENTS AND FACILITIES COORDINATOR
SYSTEMS MANAGEMENT SECTION
REF: ORD/106T
PERSON SPECIFICATION
UNISON is an equal opportunities employer, committed to providing equal opportunities regardless of race, marital status, gender, sexuality, disability or age. This Person Specification is designed to help members of Interviewing Panels judge the qualities of interviewees in a systematic and consistent way and in accordance with UNISON’s equal opportunity policy. It is given to all job applicants for information.
Assessment code
A – Application form
Pl – Panel interview
Heading / Selection criteria / Assessment1. Thinking / · Experience of and ability to plan and supervise events
· Experience of and ability to prepare multi service quotations and invoice meeting room users
· Experience of and ability to compile financial information
· Experience of and ability to operate and maintain accurate record and information systems
· Ability to train users to use the room booking software
· Ability to assist security with coordination and prioritisation in emergency situations
· Knowledge of the requirements of the needs of people with disabilities / A PI
A Pl
A Pl
A Pl
A Pl
A Pl
A Pl
2. Interpersonal and Communication / · Ability to supervise the work of support staff
· Ability to communicate effectively in writing and verbally
· Ability to and experience of dealing with difficult person to person situations
· Ability to liaise effectively with Security personnel to produce an integrated service / A Pl
A Pl
A Pl
A Pl
3. Initiative and Independence / · Ability to and experience of coordinating service delivery
· Ability to assist security with the coordination and prioritisation in emergency situations / A PI
A Pl
4. Staff Management / · Ability to coordinate the work of support staff
· Ability to direct in problematic situations / A PI
A PI
5. Resource Management / · Ability to organise and prioritise work
· Ability to compile financial information and prepare invoicing for accommodation charges / A PI
A Pl
6. Physical Skills (with DDA modification where necessary) / · Keyboard skills
· Very mobile through out the day / A PI
A Pl
7. General Knowledge / · Commitment to and understanding of equal opportunities.
· Commitment to and understanding of UNISON’s aims and values and the trade union movement.
· Ability to co-ordinate and implement administrative systems and services.
· Knowledge and experience of health and safety good practice and legislation
· Knowledge of ICT packages including Microsoft Office suite. / A PI
A Pl
A Pl
A Pl
A PI
Other Information
Please submit four copies of your completed application form.
Completed application forms must be received by Mary Toussaint, Systems Management, UNISON, 130 Euston Road, London, NW1 2AY by no later than Friday 02 September 2016.
It is proposed to hold interviews on 21 September 2016.