Job Description

The James Hutton Institute is a world-leading scientific research organisation addressing critical global challenges including climate change, sustainable agriculture, and food and water security. Our campuses in Aberdeen and Dundee now feature modern, flexible facilities designed for conferences, workshops, seminars, and meetings.
We are seeking a Venue Services Manager to develop and lead our venue operations--delivering outstanding customer service, effective team leadership, and strategic revenue growth. This is a pivotal role in transforming our new spaces into high-performing, income-generating venues that support both internal collaboration and external events.
Key Objectives of Role

• Lead and manage all aspects of venue services in a manner that delivers to the JHI Strategic Plan, values, and mission.
• Provide strategic direction and commercial focus for the operation and growth of the JHI's income generation, working closely and collaboratively with colleagues.
• Establish, maintain, and maximise meaningful relationships and networks across public, private and third sectors to grow and diversify income generation from the Venue's.
• Contribute operationally and strategically to any JHI review of the building as an asset.
• Develop and take lead responsibility for delivery of the annual Venue Business Plan, regularly monitoring and reviewing progress, and putting in necessary steps to keep the plan on track
• Lead, support, and motivate a team of four, including performance reviews, development plans and giving recognition.
• Oversee the full events calendar, planning and coordinating all aspects of delivery, including VIP and high-profile events.

Role responsibilities

• Lead, manage and motivate the Venue services team which includes r venue management , events bookings, reception building and facilities in an inclusive, supportive and empowering manner
• Take lead responsibility for facilities within the building that support the successful delivery of all internal (JHI) and external (hosted/booked) events.
• Work with (JHI) colleagues and external stakeholders to create a seamless hosting space for all events, monitoring usage to enhance positive impact.
• Maintain and develop clear Standard Operating Procedures (SOPs) to support consistent and high-quality service. Providing training for new and existing staff on the systems and procedures.
• Develop and manage the annual Venue Budget, control costs and monitor spend with support from the Finance team.
• Manage and liaise with all third-party suppliers for Venue and events, Facilities, Tenants and employees to ensure a high quality of service

Leadership and operations

• Manage and motivate front-of-house and reception teams across Aberdeen and Dundee, ensuring a professional and welcoming service for all visitors.
• Set clear objectives, monitor performance, and lead recruitment, training, and development where necessary.
• Stay calm under pressure, managing priorities with ease and thriving in fast-paced, high-energy environments.
• Oversee the day-to-day delivery of venue services, ensuring smooth operations across both sites.
• A hands-on approach and a genuine passion for delivering exceptional experiences
• Manage a delegated operations budget for Venue services

Sales, marketing and business development

• Work with the comms team to promote venue spaces to external clients, driving visibility, engagement, and bookings across academic, public, and commercial sectors.
• Identify new business opportunities and develop strategies to increase income from venue hire and related services.

Event management and venue support

• Respond to venue hire enquiries, issue quotes and contracts, and manage bookings from initial contact through to post-event follow-up.
• Coordinate all event logistics, including room layouts, AV setup, catering, and on-the-day support.
• Act as the main point of contact during events, ensuring high standards of delivery and customer satisfaction.
• Issue invoices and collect client feedback to support service improvement and reporting.
• Produce monthly reports which highlight revenue and utilisation of the spaces.

Reception and visitor experience

• Ensure a consistent, friendly, and efficient front-of-house experience for visitors, colleagues, and tenants.
• Manage access, issue visitor information, and handle general enquiries across both sites.

Health and safety, logistics and admin

• Deliver visitor inductions and support emergency procedures including first aid and alarm activations.
• Oversee mail handling, shipping logistics (including international courier arrangements), and internal transport coordination.

Person Specification
Essential qualifications

• Minimum HND/HNC/NVQ/SVQ Level 3 or equivalent relevant qualification

Essential skills

• Strong interpersonal and communication skills, with the ability to engage a wide range of stakeholders
• Excellent written and verbal communication
• Highly organised, with the ability to manage competing priorities and tight deadlines
• Detail-oriented and accurate
• Technically proficient with common software packages Microsoft Teams.
• Creative, proactive, and adaptable with strong problem-solving ability
• Demonstrated project and time management skills

Essential experience

• Customer service or events management
• Background in facilities, venue, hospitality, hotels, or events management

Desirable

• Experience in venue hire or support services
• Familiarity with academic or research environments

This is a fantastic opportunity for a driven individual to shape and grow a modern venue service offering within a respected research organisation. If you're passionate about service delivery, commercial growth, and operational excellence, we'd love to hear from you
Additional notes and requirements

• This post can be at our Aberdeen or Dundee site. The post holder needs to be on site five days a week and will stagger timings so that there is a smooth cross over with the venue services co-ordinator and that reception is manned between 8am to 5pm Mon - Fri.
• The postholder will be required to cover reception as required.
• Role holder will be required to work the occasional weekend and late evenings to deliver any planned events.
• Any other reasonable task as requested.

This role does not attract a certificate of sponsorship.
We will not consider the use of 3rd party recruitment agencies for the sourcing of candidates for this position.
The James Hutton Institute is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
The James Hutton Institute is a: Stonewall Diversity Champion; Athena SWAN Bronze Status Holder; Disability Confident Committed Employer and a Living Wage Employer.
The James Hutton Institute is Happy to Talk Flexible Working.

Skills Required