Job Description

Job Overview

To lead and develop a programme of events at The Rufus Centre and manage functions and celebrations from initial enquiry/concept through to the administration, co-ordination and evaluation of each event.

Functions (Any celebration bookings, including weddings and civil ceremonies)

1. Handle initial enquiries: arrange show-rounds, supply quotes and answer queries.

2. Follow up all enquiries and analyse take-up of bookings.

3. Receive completed booking forms and deposits.

4. Negotiate with existing suppliers, pursue new and improved supply chains, and raise orders where necessary.

5. Arrange follow-up meetings with customers and finalise arrangements.

6. Raise invoices and ensure payment is received.

7. Liaise with the Hospitality Porters on preparation, room layout, function timings etc.

8. Coordinate the decor for functions as and when required. Ensure decorations are kept in good condition and stock is up to date.

9. Liaise as necessary with The Rufus Centre Chef/external catering companies regarding catering requirements and use of facilities.

10. Lead the weekend team to ensure the functions runs smoothly.

11. Monitor and evaluate each function and make recommendations for improvements and additional revenue streams.

Events

12. Manage events from initial planning to organisation and attendance.

13. Project manage events and produce information sheets.

14. Prepare profit/loss projections.

15. Co-ordinate any Wedding Fairs held at venue to promote facilities. Source and contact exhibitors, process booking forms and payments, and identify staffing requirements. Provide post-event administration.

16. Monitor and evaluate each function and make recommendations for improvements and additional revenue streams.

17. To ensure adequate stock levels of all events specific glassware, bar stock and accessories are maintained and where necessary restocked in a timely fashion using approved contractors & suppliers.

18. To provide the administration of Casual Staff including recruitment, training and timesheets and liaise with staff responsible for rota to ensure events are covered.

Conference Business

19. Quote prices and offer information to customers and potential customers.

20. Liaise with and support Hospitality Porters as necessary.

21. Provide cover as necessary for the Administration and Bookings Officer and assist Hospitality Porters where required during busy periods and staff absence.

General

22. Liaise with the Communications & Marketing Manager to promote functions and events and identify promotional opportunities across all areas. Create content for marketing channels such as The Rufus Centre website and social media pages including customer testimonials, photographs of event set-up, editorial for magazines, advertising, promotional literature and quarterly publication Flitwick Papers.

23. If requested to be the duty First Aid Appointed Person and Fire Warden.

24. To observe the principles of customer/client care, equality, quality management and good health and safety standards and to help achieve and contribute towards Local Council Award status.

25. To undertake other tasks allocated by the Council which are within the competence and capability of post holder.

PERSON SPECIFICATION

E = Essential D = Desirable

1. Good general education: 5 GCSEs or equivalent including English (E).

2. A qualification in hospitality, event management, or related area (D)

3. Recognised IT competence certificate. (D)

EXPERIENCE

4. Experience of managing a range of functions, including weddings and or conferences. (E)

5. Experience of organising, project managing, and evaluating events. (E)

6. Experience of preparing monitoring reports. (D)

7. Experience of working in a front-line service with good customer care practice. (E)

8. Experience of Microsoft Office packages and bookings software. (E)

9. Experience in posting information on websites and social media. (D)

10. Experience of promoting both events and services offered for holding of functions. (D)

11. Experience of maintaining a range of files and databases relating to functions and events coordination. (E)

KNOWLEDGE/SKILLS

12. A good grounding in the management of a range of functions and conferences (E)

13. A thorough knowledge of good customer care practice (E)

14. Ability to organise, project manage and evaluate a range of events. (E)

15. Excellent communication skills and ability to deal tactfully and confidentially with sensitive situations (E)

16. Capability of working with internal and external teams and partners. (E)

17. Knowledge of working within a quality management system with a "right first time" ethos (D)

18. Good ICT skills using a range of formats. (E)

Personal Style and Behaviour

19. Ability to be self-motivated, innovative and have a flexible approach to work (E)

20. Ability to work independently (E)

21. Ability to balance conflicting demands and to find acceptable ways forward. (E)

22. Ability to work to strict deadlines. (E)

23. Commitment to client care, equal opportunity in employment and service delivery, and safety. (E)

24. Commitment to improving efficiency and effectiveness (E)

Applications must be made using our application form. Full details and form on the Town Council website> https://www.flitwick.gov.uk/about-your-council/vacancies/

Job Type: Full-time

Pay: 29,064.00-31,022.00 per year

Benefits:

Company pension Employee discount On-site parking
Work Location: In person

Application deadline: 14/11/2025