Job Description

Nestled in Haverfordwest's historic Quay Street and Riverside quarter, HaverHub C.I.C. occupying the old town Post Office building, is a dynamic and successful regeneration project firmly rooted in its town centre community. We are a not-for-profit social enterprise, set up in 2019 to create a diverse venue for locals to meet, work, socialise and share talent.

Main Purpose of Role

To manage and deliver an exciting and diverse programme of events, activities and creative engagements for HaverHub's rolling programme, in accordance with HaverHub's mission.

Building on our existing programme, you will work collaboratively with the Venue Manager and HaverHub volunteers.

You will also be responsible for managing, coordinating and developing the HaverHub volunteer team and actively engage in recruiting additional volunteers.

Duties and Responsibilities

Events and Programme Delivery

Working closely with the Venue Manager develop, manage and deliver a broad range of diverse events and activities, to include, but not exclusively, live music and other live performance, art exhibitions, cultural activities and community events, etc. In collaboration with the Venue Manager, plan and lead on all aspects of an event from pre-planning through to post-event debrief and follow up. Ensure there is a documented event plan and risk assessment for every booking and each visiting event provider. Work with the Venue Manager to ensure a diverse, cross-generational calendar of community activities, events and attractions. Liaise with the Venue Manager regarding event budgets, marketing and necessary arrangements that may require authorisation or sign off.

Volunteer Recruitment and Management

Recruit and retain a strong body of committed volunteers. Manage all volunteers and ensure they are allocated to roles/tasks appropriately and consistently with their skills, experience and interests. Work with the Venue Manager to allocate volunteers to support events and activities at HaverHub as appropriate, to assist in the smooth running of the venue. With support of the Venue Manager, deliver effective and appropriate training and evaluation to ensure HaverHub volunteers understand their roles and responsibilities, whilst enjoying volunteering and developing their skills and engagement.

Communication, Interpersonal and Negotiation Skills

Communicate confidently and effectively with all stakeholders, including but not limited to customers; performers and event organisers; HaverHub CIC Board of Directors; Venue Manager, Site Technician, volunteers, contractors and suppliers. Negotiate effectively with any/all of these stakeholders where required to benefit the business needs of HaverHub CIC.

Problem Solving and Organisation

Adapt to the different aspects of the Events and Volunteer Coordinator role. Deal with any challenges that arise when managing events or volunteers, seeking support from the Venue Manager as needed. Use good organisation skills to manage the numerous tasks involved in running successful events. Organise and manage a robust volunteering offer, ensuring volunteers are well supported.

Commercial and Financial Awareness

Understand the commercial aspects of running events and work to maintain the venue's reputation and profitability. Have budgeting experience and understanding of financial principles to support the stability of the venue's finances and/or contribute to boosting this.

General

Flexibility is required to develop, plan and execute a variety of both daytime and evening events and projects. Act as the Duty Manager for events and bookings, as required, helping to cover a calendar of events across daytime and evenings 7-days a week. Ensure adherence to HaverHub's Safeguarding, Health and Safety and other relevant policies and procedures at all times. Deal with unforeseen circumstances, issues and problems and deal with them effectively - this may be in the absence of Venue Manager. Seek support from Venue Manager, or Board Director where appropriate. This may involve dealing with issues outside of normal working hours. Undertake any other reasonable duties, that may not be explicitly outlined in this job description, at the request of Line Manager/Board of Directors

Person Specification

We are looking for someone who is approachable, warm and positive in their attitude to the work. You must have the confidence and flexibility to adapt to and reflect HaverHub's needs and the diverse demands of the role. You need to be creative, dynamic, hardworking and disciplined, willing to take risks, and committed to building trust and confidence with all stakeholders.

To excel in this role, you will need:

Experience of running and organising large public-facing events, and ideally worked with ticketing/box office systems. Experience of managing people, ideally volunteers. Supported by wider knowledge of the importance of volunteering and it's benefits. To be a great communicator, able to build productive relationships with a wide range of people. To have experience in making things happen - managing and organising events, projects or programmes in the arts, music, community or voluntary sector. To have excellent organisational skills and the ability to keep things on track. Good record keeping, and manage budgets and money. To delegate efficiently and share information effectively. To be reflective in the way you work and how you work with others, finding effective ways to understand the difference you are making and seek to consistently learn, develop and adapt. The ability to cope with change and adapt plans, if need, to fit the needs of HaverHub. To understand the need for safeguarding volunteers, staff and community members as and when appropriate. The ability to inspire people to get involved, removing barriers where possible. Experience of developing and applying risk assessments. Strong IT skills - ideally experienced with Google Workspace and WordPress. Flexibility to meet the needs of the organisation.

Please also note the following:

There will be a need to work contracted hours across 7 days, and this will include evening working as required. We operate a Time Off In Lieu (TOIL) system, so any additional time worked is able to be claimed back through time off. This is an on-site role. As such, unfortunately remote working is not available.
If you possess the required skills and are ready to take on this exciting challenge as a Events & Volunteer Coordinator, we encourage you to apply!

Please note, we ask all applicants to submit a CV and covering letter to board@haverhub.org.uk

Job Types: Full-time, Permanent

Pay: 25,000.00 per year

Benefits:

Casual dress
Ability to commute/relocate:

Haverfordwest SA61 1BG: reliably commute or plan to relocate before starting work (preferred)
Work authorisation:

United Kingdom (preferred)
Work Location: In person