Conference Planner – full-time

An exciting opportunity has arisen to join Hothorpe Hall’s team to assist in the operational planning and customer care of conferences, group events and day meetings.This is a fantastic opportunity for a driven and proactive individual to assist the team by providing excellent planning and care for our customers to ensure their booking atHothorpe Hall The Woodlands is successful.

About Hothorpe Hall

Hothorpe Hall is a busy and successful events centre situated on the border of Leicestershire and Northamptonshire, near to Market Harborough. With ten meeting rooms and 55 en suite bedrooms, it has been operating as an event centre since 1984 and now welcomes around 25,000 visitors each year. Hothorpe Hall manages a mixture of events, from conferences and weddings to church group breaks and dining events. In May 2015, a new venue within Hothorpe Hall’s grounds called The Woodlands opened with 22 bedrooms, a luxury treehouse and an events venue with its own dining room, meeting room and bar.

Remuneration

This position is full-time, offering 35 hours per week.

Salary band from £18,000 to £19,500 per annum depending on experience.

Hothorpe Hall offers 20 days holiday and 8 bank holiday days each year and a company pension scheme.

Applying

If you would like to apply for this position, please send a copy of your CV along with an application letter detailing your suitability for the role to: Josephine Taylor, Senior Manager at or by post to Hothorpe Hall, Theddingworth, Leics LE17 6QX

Closing Date

Friday 19th January 2018 with interview date to be confirmed.

Job Description

The successful candidate will be required to:

  • Plan and prepare for forthcoming bookings, liaising with the organisers from approximately 8 weeks prior to their arrival.
  • Be capable of using the computerised booking system to update the bookings details and ensure the invoice is correct when the final details are obtained from the customer.
  • Organise the preparation of the meeting rooms prior to arrival. Ensuring the rooms are set up correctly, are clean and have servicing scheduled throughout the events stay.
  • Report to maintenance department any works/repairs to be carried out including audio visual equipment. Ensuring the meeting rooms are maintained to a high standard.
  • Meet and greet the arriving organiser and go through the details and domestic arrangements including health and safety procedures.
  • Suggest any improvements for the meeting rooms’ appearance and décor to the Housekeeping Manager as needed.
  • Undertake Duty Manager Responsibilitieson a rota basis at the weekends – Duty Manager training will be given.
  • Work with all departments to ensure the customer requirements are met prior, during and after their event. This includes communicating last minute updates and special requests from the customer.
  • Ensure all the services and timings for each event are provided promptly – in the right place at the right time.
  • Regularly check with the organiser whilst in residence that everything is going well and if any further assistance is required for anything.
  • Ensure that meet & greets, servicing, checking and customer care is carried out during absence. Including any services the organiser may need such as photocopying.
  • Communicate details of the bookings to the departments at a weekly planning meeting, listening and reacting positively to any queries or concerns arisen.
  • Have excellent computer skills for Outlook, Word and Excel.
  • Have a professional, positive attitude and cheerful disposition focusing on excellent customer care. Must be able to work well under pressure.
  • Have a hospitality or events background, understanding the urgency and attention to detail required when dealing with bookings.
  • On occasion be ready to assist in other departments if urgent situations arise.
  • Work at times when the business is in residence which, may involve some evenings, weekends and early mornings.
  • Ensure the practical logistics of each booking works alongside other bookings and events to avoid clashes.

Other related duties

  1. Attend other internal meetings as required.
  2. Assist at internal events as required
  3. May be required to show potential clients around if sales team are not available.
  4. Ensure the Hothorpe brand is followed with all work undertaken.
  5. To be flexible from time-to-time when the need arises to work weekends or evenings.
  6. To undertake such other duties as may be reasonably requested and that are commensurate with the nature and level of post.
  7. Comply with health and safety guidelines.

Organisational responsibility

  1. Reports directly to the Senior Manager. No line management responsibility.

Person Specification

Essential / Desirable
Experience / Customer communication either face-to-face or over the telephone
Problem solving, logistical awareness, multi tasking
Skills & Abilities / Excellent communication and interpersonal skills.
Proactive and use own initiative
Able to manage own time and meet targets/deadlines.
IT literate – CRM system or databases.
Able to be resourceful, generate and implement ideas
IT literate – Microsoft Office
Work as part of a team
Education/Qualifications / A-levels/NVQ3 level or equivalent
Other / Sympathetic and supportive of the company ethos and values
Maintain a smart appearance
A positive and cheerful disposition
Adaptable and flexible