Conference Assistant found on university of warwick
Coventry, MID CV1
About the Job
JOB PURPOSE
To ensure a high standard of customer service is delivered to all our Events. To support our meeting spaces and events with all audio-visual aspects, and setup of all meeting space requirements.
DUTIES AND RESPONSIBILITIES
Standards
To the knowledge and ability to work across Scarman, Radcliffe, the Slate and Arden.
Comply with the standards of performance within the Conference Department at all time.
Set up all meeting spaces and being responsible for the presentation of all spaces and the surrounding areas.
Work between each Centre and the Slate, moving and transporting furniture and materials using the transport provided. There is a requirement for driving a vehicle, as long as you meet the University criteria.
Maintaining the standards of décor and audio-visual equipment, repairing or reporting when needed to the relevant departments within the university or relevant supplier.
Operations
There is a requirement to work as a team and at times unsupervised, attention to deal is very important to ensure we meet the standards required for each Event.
Working with the Kinetic’s computer system, organise and check meeting spaces requirements in conjunction with daily event schedules. Plan your own work schedules for each day, to include setup, moving of furniture and servicing of all meeting spaces including the surrounding areas. Ensure any special requirements are met by liaising with the Event Managers in the Sales Office, the Duty Manager and Reception. Work as a team and hand over any relevant information between each shift to ensure everything is completed for each Event.
Continually work towards departmental and business objectives.
Check stationery and meeting space supplies and inform the Team Leader when stock needs to be ordered, or order yourself in their absence to the agreed stock level, using the correct order sheet provided. Manage and record all guest deliveries both delivered and collected as per the policy.
Compete any tasks requested by the Team Lead or Manager.
Work shifts between 7.00am and 10.00pm including regular weekends, on occasions there will be a requirement to work overtime or a later shift.
On occasions cover Night Porter duties during holidays and sickness from 10.45pm – 7.15am.
Communication
Whilst on duty respond to Radio contact with internal departments as per the Radio etiquette policy. When holding the Conference Assistant mobile phone answer promptly and deal with any requests in the appropriate priority. Attend the daily briefing, communicate departmental requirements and show-round spaces. Communicate within the team and hand over between each shift, inform the Team leader and Duty Manager of any issues. Read and action the departmental emails with the Resource account. Communicate with the Event Managers and Front of House Managers regarding meeting space requirements. Attend departmental meetings and training courses, engage in new ideas and improvements to the department.
Audio Visual
To have a thorough knowledge of all our Audio Visual equipment and Computers.
To liaise with the Event Manager and Event Production regarding any Audio Visual requirements for guests. Help and give advice to guests regarding their Audio Visual needs. Ensure meeting spaces are set up with the correct equipment specified by the guest, and that it’s in a good working condition. Provide support and knowledge to guests using both their own and our Laptops and linking equipment to our system. Demonstrate and help guests feel comfortable using our media systems. Pre load of any material on the laptops provided in advance. Clear computers of any previous guest materials after each use and ensure all applications are up to date.
Control the stock of all Audio Visual Equipment and computers.
Customer Service
Whist on duty respond enthusiastically and professionally to any guest request. Deliver excellent customer care by going the extra mile and making the guest feel comfortable and confident about their event.
Security
Ensure maximum security of the building internally and externally and reporting any peculiarities to the duty manager. Ensure all store rooms are locked and equipment is accounted for and secure.
Health and safety
Wear the correct uniform and name badge as per the uniform policy.
Ensure all equipment in the department is well maintained and is kept in good working order. Any defects reported to maintenance or outside contractors. Ensure all correct cleaning materials and equipment are used and task carried out as safely as possible. All health and safety and fire regulations are adhered to.
To ensure a high standard of customer service is delivered to all our Events. To support our meeting spaces and events with all audio-visual aspects, and setup of all meeting space requirements.
DUTIES AND RESPONSIBILITIES
Standards
To the knowledge and ability to work across Scarman, Radcliffe, the Slate and Arden.
Comply with the standards of performance within the Conference Department at all time.
Set up all meeting spaces and being responsible for the presentation of all spaces and the surrounding areas.
Work between each Centre and the Slate, moving and transporting furniture and materials using the transport provided. There is a requirement for driving a vehicle, as long as you meet the University criteria.
Maintaining the standards of décor and audio-visual equipment, repairing or reporting when needed to the relevant departments within the university or relevant supplier.
Operations
There is a requirement to work as a team and at times unsupervised, attention to deal is very important to ensure we meet the standards required for each Event.
Working with the Kinetic’s computer system, organise and check meeting spaces requirements in conjunction with daily event schedules. Plan your own work schedules for each day, to include setup, moving of furniture and servicing of all meeting spaces including the surrounding areas. Ensure any special requirements are met by liaising with the Event Managers in the Sales Office, the Duty Manager and Reception. Work as a team and hand over any relevant information between each shift to ensure everything is completed for each Event.
Continually work towards departmental and business objectives.
Check stationery and meeting space supplies and inform the Team Leader when stock needs to be ordered, or order yourself in their absence to the agreed stock level, using the correct order sheet provided. Manage and record all guest deliveries both delivered and collected as per the policy.
Compete any tasks requested by the Team Lead or Manager.
Work shifts between 7.00am and 10.00pm including regular weekends, on occasions there will be a requirement to work overtime or a later shift.
On occasions cover Night Porter duties during holidays and sickness from 10.45pm – 7.15am.
Communication
Whilst on duty respond to Radio contact with internal departments as per the Radio etiquette policy. When holding the Conference Assistant mobile phone answer promptly and deal with any requests in the appropriate priority. Attend the daily briefing, communicate departmental requirements and show-round spaces. Communicate within the team and hand over between each shift, inform the Team leader and Duty Manager of any issues. Read and action the departmental emails with the Resource account. Communicate with the Event Managers and Front of House Managers regarding meeting space requirements. Attend departmental meetings and training courses, engage in new ideas and improvements to the department.
Audio Visual
To have a thorough knowledge of all our Audio Visual equipment and Computers.
To liaise with the Event Manager and Event Production regarding any Audio Visual requirements for guests. Help and give advice to guests regarding their Audio Visual needs. Ensure meeting spaces are set up with the correct equipment specified by the guest, and that it’s in a good working condition. Provide support and knowledge to guests using both their own and our Laptops and linking equipment to our system. Demonstrate and help guests feel comfortable using our media systems. Pre load of any material on the laptops provided in advance. Clear computers of any previous guest materials after each use and ensure all applications are up to date.
Control the stock of all Audio Visual Equipment and computers.
Customer Service
Whist on duty respond enthusiastically and professionally to any guest request. Deliver excellent customer care by going the extra mile and making the guest feel comfortable and confident about their event.
Security
Ensure maximum security of the building internally and externally and reporting any peculiarities to the duty manager. Ensure all store rooms are locked and equipment is accounted for and secure.
Health and safety
Wear the correct uniform and name badge as per the uniform policy.
Ensure all equipment in the department is well maintained and is kept in good working order. Any defects reported to maintenance or outside contractors. Ensure all correct cleaning materials and equipment are used and task carried out as safely as possible. All health and safety and fire regulations are adhered to.