Events & Lettings Manager (Part-Time)

The Role

The King’s School, Gloucester is seeking to appoint a highly organised and creative individual to support the School’s extensive and varied calendar of both internal and external events, ensuring the highest possible standards of organisation and the best possible experience for attendees.

The Events and Lettings Manager will be responsible for liaising with event owners to ensure all planning and logistical requirements are in place, promoting the use of School facilities to external parties, and maintaining the School booking system. All elements of Event Management will need to be considered, as well as the impact of events on the day-to-day running of the School.

This is an exciting opportunity for the right candidate to make an impact on the running of one of the country’s leading HMC Independent Schools.

The School

The King’s School, Gloucester has a rich academic tradition dating back to its founding in 1541. It houses the longest-serving classroom in Europe and is held in high esteem amongst the local and wider community, winning Gloucestershire Independent School of the Year in 2020 and 2021, and being Highly Commended again in 2022. Following the 2022 ISI Inspection, King’s was proud to be declared excellent in all areas.

Main Duties

Booking Management:

• Update and monitor the School booking system and iSAMS;
• Maintain the shared Events calendar for all internal and external events, ensuring all parties are clear on what is needed for all events;
• Attend fortnightly calendar co-ordination meetings to ensure that there are no double-bookings of facilities and unmanageably busy times.

School Events:

• Attend appropriate meetings to brief on past and upcoming events that may require support;
• In conjunction with the event organiser, develop event best practice and drive consistency across all School events;
• Ensure that event requirements have been arranged and hand over to the organiser prior to the event;
• Oversee the logistics and operational needs for all School events, including but not limited to Parent Evenings, Recruitment Events, Promotional Events, Information Evenings, Special Events and Concerts at School and in the Cathedral, including coordination with all parties associated with major whole-school events such as the Summer Ball, Foundation Day, Carol Services, and Open Mornings.
• Provide organisers with advice on event costs;
• Attend significant whole-school events in person;
• Arrange for feedback following each event and attend any debrief meetings as required.

Running Activities through Serlo (trading subsidiary):

• Promote the School facilities to external parties and drive increased utilisation and revenue from lettings year on year (bonus based on annual revenue increase to be agreed);
• Oversee the booking of sports facilities to external clients, prioritising repeat bookings and youth sport which support the marketing of the School;
• Manage the letting of non-sport facilities during and outside term time, ensuring there is no disruption to the running of the School;
• Agree appropriate facility hire charges taking into account requirements for security/caretaker or other staffing and our charitable objectives;
• Review and negotiate fees, and fee increases for regular bookings;
• Ensure that the accounting records, including payments, receipts, debtors, creditors and bank details, for all events are accurate and up to date;
• Produce journals for all intercompany transactions.

General:

• Establish links and good working relationships with key external contacts including Gloucester Cathedral staff;
• Maintain register of trusted suppliers and manage supplier instruction;
• Attend the Cathedral–KSG meetings and ensure School requirements are accommodated by the Cathedral;
• Review external catering and hospitality charges and report findings to Bursary;
• Attend external catering review meetings as required with Bursar;
• Manage the School cellar;
• Advise on licencing matters ensuring that the School is up to date with current legislation;
• Any other duties that may reasonable be assigned by the Bursar or the Headmaster.

Personal Profile

• Outstanding organisational skills with a meticulous eye for detail;
• Able to work calmly under pressure, plan and prioritise own workload and remain professional at all times;
• Capable of showing initiative, including the ability to think ahead and work flexibly according to the needs of School events;
• Excellent communication skills, able to build relationships and work collaboratively with others;
• Exceptional creativity, enthusiasm, commitment and energy;
• Prior experience of Event Management or of working in a fast-paced logistics environment would be highly advantageous.

Hours of Work

Average of 25 hours per week, 52 weeks per year. It should be noted that this requirement will flex to ensure presence at point of set up for internal and external events. Remuneration will be given for any additional hours you are required to work, which may include evenings and weekends.

Holidays

Holiday entitlement will be 25 days per annum (pro rata), rising to 30 days per annum after 5 years’ service, to be taken at an agreed time with the Line Manager, plus Bank Holidays.

Benefits

• A contributory pension through Aviva APTIS;
• Generous fee remission for children at King’s;
• Before / After School Care for children at King’s;
• Access to a Doctor for advice and short consultations;
• Staff Wellbeing Programme;
• Cycle to Work Scheme;
• Lunches;
• Parking.

Applications

Candidates should apply through TES or by sending a completed School Application Form and Covering Letter via email to recruitment@thekingsschool.co.uk. A CV is not required.

Closing date for applications is 13th May 2024 at 12:00 noon, however, early applications are encouraged and we reserve the right to make an appointment prior to the published closing date, if appropriate.

For further information, please contact Mr Harry Fuller on 01452 337337 or via email to recruitment@thekingsschool.co.uk.

The King’s School is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo child protection screening appropriate to the post including: references from previous employers, a Disclosure and Barring Service check at the enhanced level, as well as eligibility to work in the UK (in compliance with UK immigration regulations). Interviews will be conducted in person, and they will explore candidates’ suitability to work with children. In line with Keeping Children Safe in Education an online search will be carried out for short listed candidates only – this will consist of a Google and social media search. The search is looking for anything that calls into question the candidate’s suitability to work with children, or could cause harm to the reputation of The King’s School. Any information discovered will be shared with members of the interviewing panel prior to interview.