Job Summary

To assist in the provision of the whole conference experience including marketing ,booking, customer liaison, and delivery of events through direct and contractor service providers

Job Content

To answer all enquiries whether by telephone, email or letter, in accordance with the agreed SLAs

To respond promptly with brochures, quotes and information or to forward to the Conference Office Manager as required.

To manage the process of chasing confirmations, full function details, deposits,signed contracts etc. within the confirmed time scales.

To ensure and preform a quotation is generated within Kinetix for all bookings handled.

To undertake the photocopying, faxing and filing for the department.

To assist with researching suitable third party suppliers for ongoing partnership or in response to client requests: e.g. entertainments, decorations, etc.

To assist in the arranging of invoicing for hiring charges, and to ensure thatsuch invoices are raised and payment is received.

To be able to assist with the running and managing of functions as and when required.

To ensure that all statutory requirements are provided for and met.

To ensure that arrangements are checked and run smoothly in advance of functions commencing, whilst also being able to resolve problems as they arise during the function by acting swiftly and appropriately.

To actively follow and promote the University of London policies, including the University's Dignity at Work and Equal Opportunities Policy and actively promote these wherever possible.

To maintain an awareness and observation of fire and health and safety regulations

Any other duties consistent with both the grade and scope of the post.

Any other duties reasonably required of the post holder by the Business DevelopmentManager following consultation.

Experience

Previous working experience gained within a premium conference/functions office of a substantial organisation or hotel operation.

Experience of enquiry handling and processing.

Some experience of marketing and sales/research activities

Technical Knowledge/ Skills/ Aptitude

Good ITskills, including the use of word processing, spreadsheets, databases, websoftware and campaign software.

Evidence of excellent organisation and communication skills.

Exceptional customer service skills.

Marketing experience or qualifications.

Experience of Kinetix or other booking system beneficial.

Education/Professional Qualifications

Educated to College level with very good numeracy and literacy skills.

A marketing or business administration qualification.

Personal Qualities

Excellent interpersonal and communication skills:

The ability to express complex arrangements with clarity both in personand in writing.

A good telephone manner.

The ability to deal easily and confidently with people at all levels and from various backgrounds.

Keen to establish and maintain good working relationships with colleagues in Facilities Management, other departments and with representatives of external organisations.

A strong customer orientated focus, committed to the delivery of a quality service.

Able to work equally well, alone with minimum supervision or as part of a team.

Ahard-working and enthusiastic individual with a committed approach.

Flexible and able to provide proactive responses during periods of pressure.

Confident in a crisis, and able to combine organisational ability with the capacity to maintain high standards of quality and performance while working under pressure.

Maintains a professional appearance when attending functions, representative of their team, while exercising a high degree of discretion, tact and diplomacy.

Able to plan, manage and prioritise a complex workload, as the work is not routine.

Capable of contributing to the development of working practices (including the use ofinformation technology), with a view to improving standards of quality of the service / efficiency of the operation.

Working Monday to Friday - 9.30am - 5.30pm

Rate of pay is £14.02 per hour plus holiday pay.

This is a 6 month temporary contract starting ASAP so please only apply if you are immediately available.