Job Description

The Thursford Collection is a limited company and family run registered charity offering a diverse and interesting mix of Arts & Culture, Heritage, and family entertainment. Our goal is to constantly promote our true family values and commitment to providing the best possible experience to all our customers.

Job Summary:

To assist the Weddings & Events Manager in planning and organising weddings and events within the company. Responsible for managing all the department's administration, taking customers from initial enquiry all the way through to requesting reviews following an event. This will require the use of Microsoft and SAGE software to ensure paperwork is sent out at the correct intervals prior to an event.

The Weddings & Events Manager also manages Santa's Magical Journey events which take place during November and December each year in the Fantasy Land building. This role requires you to carry out all the associated administrative duties for these events as detailed below.

Main Duties/Responsibilities:

Weddings & Events Administrative Duties:

Make up brochures, supplier and viewing packs as required.

Keep all event paperwork updated and create paperwork for future years pricing.

Using WIX software to keep the Thursford Garden Pavilion website up to date.

Book and attend wedding shows to promote the venue.

Organise viewings for clients.

Using SAGE software, raise event related invoices, keep track of client's payments, and take payments when required.

Responsible for all administration of all event bookings.

Ensure all calendars, Hotel Manager and Sonas are always updated and in sync.

Deal with email and telephone enquiries.

Obtain testimonials and photographs from customers after their events.

Communicate and keep good relationships with suppliers and clients.

Manage stock of event stationery and supplies.

Keep Dropbox updated for viewings and wedding showcases.

Work with the marketing team to organise material and adverts for events related marketing and advertising when required.

Work and meet with clients to identify their needs and ensure customer satisfaction is of the highest standard when planning and running their event.

Follow the GDPR schedule created for weddings and events and anonymise or delete personal data in the appropriate time frame.

Keep analysis spreadsheets up to date regarding brochure requests, bookings, packages etc. and relay information to relevant departments e.g., marketing team.

Santa's Magical Journey (SMJ) Administrative Duties:

Attend buying shows and purchase presents for event.

Ensure building is clean and ready for the event- stocking up areas - liaising with maintenance manager and other members of staff.

Complete and regularly update a stocktake of present stock for finance team.

Update rosters & prepare staff paperwork.

Train staff for event during induction day.

Deal with customer complaints during the event as well as any emails or telephone complaints received.

Follow the GDPR schedule created for SMJ and anonymise or delete personal data in the appropriate time frame.

General duties:

Answer and deal with enquiries on the phones.

Process bookings using the Ticketsolve booking system for tickets for the Christmas Spectacular, SMJ and other events.

Process bookings using the Inn Style bookings system for Holly Lodge Boutique Bed & Breakfast.

Undertake duties as per office rota.

Undertake office Christmas duties.

Undertake Fire Marshall duties after training.

Undertake first aid duties after attending a 'First Aid at Work' training course.

Assist the marketing team through social media and other marketing activities.

Benefits of a Weddings & Events Administrative Assistant

Full time employment

26 days holiday (plus bank holidays)

Enhanced Company Pension Scheme

Enhanced Sick Pay

Enhanced Maternity/Paternity Pay

Death in Service Benefit

Staff Discounts

Free access to all mental health and wellbeing courses provided by 'MIND'

Mental health and wellbeing support.

Free access to all Cylix - exceptional eLearning solutions and any other courses approved by the General Manager.

Free annual eye test for DSE users.

Annual summer and winter staff parties.

Free annual 2-night stay in our Holly Lodge boutique B&B.

Essentials:

Organised with meticulous attention to detail.

Good telephone and interpersonal communication skills.

Excellent IT and numerical skills.

High level of customer service experience.

Flexible and committed in their approach to work as the position includes working weekends and evenings when required.

Desirables:

At least 1 years' experience of working in an event environment.

An understanding of the wedding and events industry.

An understanding of marketing through social media and other marketing activities.

Experience working with computerised Accounting and Events booking systems.

Minimum required experience to apply:

Office administration at least 2 years.

Required licenses or certifications:

Full clean UK Driving License.

Job Type: Full time

Salary: 14.00 per hour.

We are an equal opportunities organisation and are actively seeking to increase our diversity. We would welcome and encourage applications from individuals regardless of race, religion or belief, disability, gender, sex, sexual orientation, marital status, or age.

Job Type: Full-time

Pay: 14.00 per hour

Expected hours: 37.5 per week

Application question(s):

Must live within a reasonable commuting distance to Thursford.
Education:

GCSE or equivalent (preferred)
Licence/Certification:

Driving Licence (required)
Work authorisation:

United Kingdom (required)
Location:

Thursford NR21 0AS (preferred)
Work Location: In person