National Centre for Early Music

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Events Assistant

The National Centre for Early Music (NCEM) is an educational music charity based in St Margaret's, a medieval converted church in the heart of York. The organisation is the national advocate of early music in England, providing experiences and opportunities of the highest quality to an ever widening and diversified community, running an ambitious national programme including the prestigious York Early Music Festival, the Beverley and East Riding Early Music Festival and the York Early Music Christmas Festival.

The NCEM has partnerships with festivals and conservatoires across Europe designed to support emerging early music ensembles and boasts two major competitions, which encourage talented young composers and gifted early music specialists - the NCEM Composers Award and the York Early Music International Young Artists Competition. These major events attract national and international interest and are supported by BBC Radio 3 and some of the finest musicians in the world.

The NCEM promotes St Margaret's as a significant venue for music and creative learning, embracing over 100 folk, jazz, world and contemporary music concerts per year. The NCEM offers the venue for hire for conferences, meetings, wedding receptions and parties. As wedding and conference venue, the NCEM has won several local tourism awards. Most recently, the venue has been 'Highly Commended' in the 'Conference Venue of the Year' category at the York Tourism Awards in 2017, and a finalist in the 'Wedding Venue of the Year' category at the same awards in 2018.

Role:
We are creating the new part-time role of Events Assistant to join our dynamic team in York. The successful applicant will contribute to the successful organisation and delivery of the NCEM's weddings, conferences, externally promoted concerts and other commercial events. They will be the first point of contact for potential clients enquiring about venue and equipment hire. This is a part-time position for an organised and pro-active candidate, with excellent customer service and interpersonal skills, who would like to work in event organisation and management.

Duties:
The successful applicant will report to the Operations and Events Manager and will be involved in:

Customer Service

•    Handling enquiries for venue and equipment hire via email, telephone or in person.
•    Conducting viewings and client meetings, selling the NCEM as a venue for their event.
•    Managing requests from and being attentive to the needs of clients (on the basis that the NCEM is a venue, not an event organiser).

Event Organisation

•    Liaising with clients regarding the details of their event, assisting them with suggestions and information where required.
•    Compiling all details of an event into Artifax Event to produce a function sheet to brief Duty Managers and events staff running the event.
•    Booking suppliers if required i.e. catering, equipment hire etc.
•    Liaising with suppliers for events, ensuring that they operate within the NCEM's guidelines and supply all necessary information and insurance detail.
•    Working alongside the Finance and Operations Assistant to ensure the successful set up and clear up of events and meetings.
•    Operation and management of the NCEM's technical facilities.
•    Assisting in management of the NCEM's bar facility.
•    Arranging the casual staff rotas as required for each event.

Event Management

•    Duty Management for some daytime events.
•    Occasional Duty Management of events and weekend events including weddings and parties (additional pay is available for Duty management outside of working hours)

Marketing

•    Updating the hire website and hire packs as required.
•    Updating NCEM listings on Hitched.co.uk and other sites.
•    Developing the NCEM's bank of images and content for marketing and social media.
•    Programming social media posts around the NCEM commercial event activity.

General

•    First point of contact for visitors to the NCEM, particularly for those making telephone or email enquiries regarding venue hire.
•    Providing pro-active support to the NCEM office team as necessary.
•    Opening up / locking up the NCEM as and when required.
•    Qualified first aider for the NCEM (training will be provided if required)


Essential Qualities:
•    Excellent interpersonal skills
•    Excellent customer service skills and awareness of good customer care
•    Organised & logical thinker with the ability to prioritise workloads
•    A good eye for detail
•    Ability to be flexible and to multitask
•    Demonstrable experience of working in a customer facing role
•    Excellent oral and written communication skills
•    Computer literate and able to use PCs and MS Office software
•    Punctual, reliable, hard-working with enthusiasm and energy
•    Good spoken and written English

Desirable Qualities:
•    Experience working in events or hospitality
•    Experience using Artifax Event software
•    Experience using CRM software
•    Experience using conference AV equipment

Notice period:      1 month

Probationary Period:    3 months

Place of work:     National Centre for Early Music, York

Hours per week:     22.5 hours per week (exact working days can be negotiated). Some flexibility in working hours will be required depending on events. Occasional meetings and viewings will be conducted outside office hours - time in lieu will be available for this.

Holiday:     126 hours per annum including statutory holidays. The office is closed between Christmas and New Year i.e. from 24th December to 2nd January and 2 of your statutory holiday days.

Salary:         £16,500 pro rata

Pension:      The National Centre for Early Music will automatically enroll you in the workplace pension administered by NEST, and will contribute 5% of gross salary on the qualifying earnings basis.  

To apply:     Please send a copy of your CV and a covering letter to Hannah Witcomb, Operation and Events Manger, NCEM, St Margaret's Church, Walmgate, York YO1 9TL at hannah.witcomb@ncem.co.uk

The National Centre for Early Music (administered through the registered charity The York Early Music Foundation) is an equal opportunities employer.

Please complete the attached equal opportunities monitoring form on application.

The deadline for applications is Wednesday 8th August and interviews will be held ideally during week beginning 13th August (this is flexible depending on availability.)

Download a copy of this Job Description Information below
Events Assistant Job Description 10-07-18.pdf

Download Equal Opportunities Form below
NCEM Equal Opportunities form.pdf