RE: VENUE OFFICER – PART-TIME
Thank you for your interest in the above position. A copy of the job description and person
specification are attached.
Please note that the closing date for applications is 5pm, Sunday 21 June 2015.
This position is a permanent Part-time role of 30 hours per week.
The position operates according to a changing roster according to scheduled events.
Applicants must be available for work during evenings, nights and weekends.
If you are interested in this position, please apply via our website www.otagomuseum.nz/jobs.
If you would like more information please contact me on (03) 4793269 or at
[email protected].
Teresa Fogarty
HR and Customer Services Manager
Job Description
TITLE:
Venue Officer – Part-time
REPORTS TO:
Commercial Director
Coordination of work by the Venue Manager
SCOPE:
Venue hire operation, sales and marketing, accounts, tour development
PRIMARY PURPOSE:
 To market and sell the Otago Museum as a premier conference and function venue
 To maximise net revenue from Otago Museum venues
 To develop the venue hire business operation, ensuring excellent delivery standards and maximising
monetary and other returns to the Museum
KEY RESULT AREAS:
Venues
 Proactively seek and secure bookings for Otago Museum venues on a commercial basis
 Develop positive relationships with existing and new users of Otago Museum venues
 Provide professional services to all external and internal clients and customers
 Assist with all aspects of venue operations including enquiries, bookings, user requirements, internal
and external liaison, invoicing, debtor/creditor control and maintenance of books and registers
 Assist with providing necessary equipment, furniture and catering in accordance with client needs. After
use, check equipment and furniture is returned to storage
 Assist with the supervision of casual Conference and Event Supervisors and Venue Hosts to ensure
quality performance in all aspects of the business
 Oversee the smooth running of various functions, providing leadership to other staff
 Assist with the recruitment and training of new staff
 Work closely with other staff to enable the smooth and professional functioning of venue operations
 Develop effective relationships with suppliers (catering, hire equipment etc.) and negotiate favourable
terms of purchase with them
 Contribute to the development and implementation of sales and marketing packages and strategies
 Recommend improvements to the venues and venue operations to the Venue Manager or the
commercial Director based on user needs and features offered by other venues
 Work closely with the Museum Café to develop a mutually beneficial relationship in relation to catering
provision for functions and events
 Have a good knowledge of all Museum exhibitions, programmes and activities, and promote the
Museum and its venues at every opportunity
Financial
 Carefully and accurately assist with monitoring revenue and expenditure
 Produce reconciliations and follow Museum financial practice and guidelines
 Negotiate and enable best value scenarios for the Museum
 Ensure all clients are charged correctly and follow up as required in a timely, professional way
Venue Set-up and Clean-up
 Set up Museum venues for functions, including furniture, equipment, and food and beverage services
 Proactively keep Museum venues clean and tidy during functions, as appropriate, without disturbing the
enjoyment of guests
 Assist with the clearing up and cleaning of Museum venues after functions or undertake all such duties
if in a sole-charge role
 Ensure the Museum is always left in a professional state following all use by the venues operation
Food and Beverage Service
 Provide food and beverage service as agreed, in a friendly, professional and efficient manner
 Respond to the needs and requests of clients
Hospitality
 Meet, greet and farewell guests in a friendly and welcoming manner
 Provide required hospitality services in a positive manner, ensuring clients are happy at all times,
engendering repeat business and positive word of mouth
 Ensure the presentation and display of venues, food and beverages is of a high standard
 Ensure Museum venues are clean, tidy and appealing for visitors at all times
Security
 Carry out security as required for events, having consideration at all times for the protection of Museum
collections and property
 Maintain the security of Museum premises, ensuring the opening and closing of the building, setting
and unsetting of alarms and securing of the premises is carried out to required standards
Contribution to Wider Museum Outcomes
 Assist with the organisation and running of Museum functions and events, as required
 Organise and provide catering, beverages and service staff for internal meetings and events, as
required
Health and Safety
 Adhere to current Health and Safety Policy and best practices at all times
 Undertake all necessary hazard management initiatives
 Ensure all clients and visitors and are cognisant of health and safety requirements and procedures
 Implement any system for which responsibility has been assigned, liaising with the Facilities Manager
Time Management and Team Administration
 Carry out work and reporting as required by the Commercial Director and the Venue Manager
 Positively and proactively manage own use of time and resources to achieve individual and
collective goals
 Proactively use OM Central and Outlook daily as planning and communication tools, keeping them
up-to-date at all times and forward planning workflow and resource requirements
 Undertake administrative tasks within the Finance and Commercial Team as required
Budgeting and Resources
 Develop, prepare comparative costings and proactively recommend expenditure for approval using
appropriate Museum processes, ordering, sign off and monitoring systems
 Negotiate purchases with suppliers, gaining best value for money
 Confidently and appropriately manage any financial and human (paid and unpaid) resources allocated
 Use Museum resources and assets wisely and with care
 Seek external funding, within Museum guidelines, as required
 Supervise external contractors and volunteers when required
General
 Be proactive in keeping abreast of developments in the Venue area and recommend improvements
which will add value to the Otago Museum
 Contribute as an effective member of the Finance and Commercial Team and wider Otago
Museum Team
 Ensure adherence to Museum security policies and procedures
 Provide professional assistance to other Museum staff, as required
 Represent the Museum professionally in all forums
 Assist the Commercial Director (or their authorised representative) with relevant planning and policy
development
 Provide the Commercial Director (or their authorised representative) with information and ideas for the
strategic development of the organisation
Any other duties as may be required by the Museum Director.
Person Specification
TITLE:
Venue Officer – Part-time
REPORTS TO:
Commercial Director
Coordination of work by the Venue Manager
This person specification describes the skills, knowledge and attributes most likely to suit the tasks and
responsibilities described in the job description.
Communication
 Possesses good interpersonal skills with the ability to relate to and build rapport with others
 Displays effective listening skills
 Communicates ideas and opinions clearly and logically
 Communicates clearly, concisely and correctly, verbally and in writing
 Relays information confidently and can sell venues to clients
 Builds positive networks
Planning and Organisation
 Organises work and resources effectively to ensure efficient workflow and peak output
 Concentrates on critical issues and priorities
 Meets deadlines and works within agreed levels of authority and responsibility
 Can use a number of computer systems and can quickly orientate to new systems
 Has a working knowledge of audio visual set-ups and troubleshooting
Self-management
 Self-motivates to maintain and improve performance
 Manages own time and priorities to meet deadlines
 Knows their own limitations
 Works effectively under pressure and handles stressful situations calmly and objectively
 Maintains high levels of personal productivity and produces high level of outputs
 Possesses a flexible and adaptable attitude
 Works accurately with good attention to detail
Decision-making
 Generates ideas, shows ingenuity and creates solutions
 Carefully considers alternative courses of action and develops sensible, practical solutions
General
 Has excellent attention to detail and numerical ability in administrating bookings and account details
 Is physically able to participate in furniture set-up and pack down
 Is available and able to work events at evenings and weekends
 Maintains a positive and enthusiastic attitude
 Values relating to other people and helping them achieve their desired outcomes
 Identifies opportunities and works to develop positive solutions to problems