The British Library

JOBPROFILE

SECTION 1

Job title: Event Operations and Venue Sales Executive

Post number: TBC

Grade: Grade C

Role group: Expert/Team Leader

Directorate: Operations

Department: Commercial Events

Reports to: Head of Commercial Events

Location: St Pancras

Date: February 2018

SECTION 2

Job purpose:

Reporting to the Head of Commercial Events, this role is responsible for executing high quality events which will strengthen customer loyalty and increase repeat business opportunities across the organisation while supplementing revenue generating activities. The role will grow the commercial conference and events business at The British Library while at the same time being sensitive to the library brand.

Key areas of responsibility

· To plan and manage events to a high standard of delivery in accordance with legislation, risk and BL policies as laid out in the events manual.

· Meet pre-defined targets for reactive and proactive sales, including financial goals

· Proactively identifying new business opportunities, managing the relationships with

existing clients to encourage repeat business and maximizing event sale offers.

· Ensure that all services provided meets the clients' needs and events are run efficiently with high standards of customer service.

· To support the Head of Commercial Events to develop event related

projects

Resources managed

· Account Management

· Event Management

· Management of Financial Targets

Main tasks

· To liaise with teams within the library and external organisers as appropriate regarding the planning and delivery of events and to adhere to services standards as outlined in the British Library events manual.

· Qualify and profile all enquiries and sales leads and ensure information is accurately recorded.

· Process proactive / reactive enquires by creating quotes & proposals, while measuring costs & deposit follow up.

· Ensure that the event diary is fully updated in a timely manner with accurate event information and that appropriate space is secured.

· To produce original supporting documentation to ensure the effective management of events including risk and confirm receipt of all signed documents from customer

· Greets customer at start of event on property, and remain available to customer during the course of the event or alternatively to handover to another colleague

· To implement & manage an event evaluation procedure to analyse the success of events

· To represent the library by conducting site inspections during sales phase & up-sell during event planning to increase revenue

· To represent the library at external appointments, conferences and trade shows as required.

· Identify product improvements or new products by remaining current on industry trends, market activities, and competitors

· Expected to demonstrate a willingness to take on a range of tasks and to develop new skills, as appropriate, in own or other departments/directorates to support the delivery of the Library's services as required by line management.

Minimum requirements (essential)

· Event professional operating events to high levels of service

· Commercially aware with track record of achieving sales targets set

· Significant events industry experience in a sales and operations capacity

· Experience of taking ownership of events from inquiry through to invoicing

· Ability to adapt to changing needs of fast paced business environment

· Logical and methodical approach to work

· To be smart, presentable and courteous with a welcoming personality

· To be enthusiastic, positive and motivated

· To have excellent organisational and time management skills

· To have the ability to work on own initiative, prioritize tasks and work under pressure

· Strong communication & negotiation skills with a high standard of verbal and written English.

· Proficiency in using an event operating system to manage events, create and maintain a data base and use as a sales tool to produce reports.

· Existing relationship with agency and corporate clients

· Practice of working with extensive list of 3rd parties

Additional requirements (desirable)

· Heritage sector events experience

· Educated to degree level

· Personal Licence Holder (Training Available)

Additional information

An iconic venue in the heart of London’s Knowledge Quarter, The British Library is looking to engage a new post of Venue Sales and Event Operations Executive. The role would suit an ambitious individual looking to develop their career as the events offer grows and develops in line with the regeneration of the Kings Cross area.

SECTION 3 – BRITISH LIBRARY COMPETENCIES

Role Competencies – EXPERT / TEAM LEADER

Personal and professional impact
Is aware of individual and team strengths / blind spots. Uses these insights to build effective and productive working relationships. Applies insights knowingly, willingly and intelligently for maximum impact. /
ü
Leading change
Effectively leads change and manages organisational transitions. Manages uncertainty and ambiguity. Shows adaptability, flexibility and ownership for delivering results
Creativity and innovation
Creative and innovative in developing services and products based on the needs of customers, users and different stakeholder groups.
Business and commercial acumen
Expands the organisation’s repertoire of business skills, especially commercial ability and expertise, and is aware of the financial impact and implications of decisions and actions on the part of both self and team /
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Managing and developing people
Leads, manages, motivates and develops individuals and teams. Focuses on managing performance to create a high-performance working culture
Communicating and influencing
Works collaboratively across the organisation to generate, capture and share information and learning. Influences, persuades and promotes the organisation’s work internally and externally with a range of stakeholders. Responds credibly to difficult questions, situations and scenarios /
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SECTION 3 – BRITISH LIBRARY COMPETENCIES

Professional Competencies required for this role

Experience of running events in a Heritage Institution in London and managing all stakeholder engagement internally and externally based on their extensive experience.
Skills required for successful management of event operations from enquiry stage through to conclusion and managing all resources, staffing and subsequent administration.
Excellent knowledge of Rendez-Vous or similar event management system for event booking, sales tool and reporting.
Excellent knowledge of the London events industry, venues and have existing contacts and relationships.

JOB PROFILE April 2016