National Army Museum Trading Ltd (NAMTL)

Royal Hospital Road, Chelsea, London SW3 4HT

Commercial Department

Post: Events Assistant - Venue Hire

Post No: NAMTL 232

Reports to: Venue Hire & Events Manager

Scope

This is a unique opportunity to join a passionate and committed team. The role is integral to the efficient co-ordination and delivery of events; from first point of contact through to the successful delivery of the event. The role will support in the delivery of outstanding service and experience for all event hire clients and contribute to maximising income generation.

Job role

The job-holder will be the initial point of contact for incoming event hire enquiries and will support in generating revenue from the Museum’s spaces by pro-actively selling and encouraging conversion from enquiry to booking. In addition the job-holder will be responsible for supporting the development of the Museum’s reputation as a venue and providing world-class service to enhance the client and guest experience. The job-holder will co-ordinate the operational administration and will be highly organised, have an eye for detail, be able to multi-task, and confidently communicate with both internal and external contacts and clients.

1. Job Description

In particular, the post-holder will be responsible to the Venue Hire & Events Manager for:

Venue Hire – Event Administration, Venue Sales and Hire

(a) Acting as the initial point of contact for venue hire enquiries; including Corporate hire and Army and connected groups. Confirming availability, arranging and delivering show-rounds and making provisional bookings in the events diary.

(b) Managing systems, processes and procedures, including the diary of provisional and confirmed bookings, and circulating booking information to the appropriate staff and internal and external contractors and partners.

(c) Preparing quotes and proposals for clients and ensuring enquiries are followed up promptly and professionally to maximise conversion rate from enquiry to booking confirmation.

(d) Ensuring the accurate drawing up of agreed order agreements and co-ordinating with the client and internal Finance team for prompt invoicing and payment prior to the event.

(e) Liaising with colleagues in Finance to chase unpaid or outstanding invoices.

(f) Leading on paid for and free Hire Listings, ensuring content and copy is kept up to date, accurate and best represents the Museum and our venue hire offer, to drive and encourage sales conversion.

(g) Leading on post event client surveys, sending out, collating and uploading to the CRM system.

(h) Maintaining and updating the CRM database accurately, ensuring client and business contact details are kept up to date and are GDPR compliant.

(i) Assisting the Venue Hire and Events Manager and Head of Commercial in CRM data analysis and utilising to identify targeted sales opportunities.

Event Management

(a) Working with the Venue Hire & Events Manager in the set-up and delivery of all venue hire events.

(b) Compiling and circulating event schedules, in a timely manner, to all relevant internal and external staff and clients.

(c) Leading on ensuring all logistical and technical requirements are effectively planned in and met.

(d) Liaising with clients, internal and external suppliers and contractors to ensure operational requirements are co-ordinated, both in the planning and lead up to the event and on the day delivery.

(e) Working with the Venue Hire and Events Manager, ensuring the cohesive running and coordination of events to a high standard, and being the venue point of contact on the event day.

(f) Ensuring the Museum’s standard of service and health and safety are maintained by ensuring any required documentation is received in advance of the event and monitoring supplier and contractor activity whilst onsite.

(g) Keeping Museum departments aware of upcoming events and any potential impact on the museums operation. Attending any Museum operational meetings, to represent and communicate on upcoming venue hire.

Service, Client and Guest Care

(a) Working with the Venue Hire and Events Manager in managing relationships with clients to provide a professional and world-class service for the client, contributing to growing reputation and encouraging repeat business.

(b) Acting and behaving as an ambassador for the Museum during all hire events.

(c) Ensuring all clients, their guests and attendees are treated as valued customers and customer experience from start to end is delivered to a high standard.

(d) Managing any client concerns or complaints in a professional manner, resolving to a positive outcome and escalating to the Venue Hire and Events Manager, as necessary.

2. Resource Management

(a) The motivation, management and training of designated Museum staff, contractors and volunteers, exercising a proper duty of care over them.

3. Internal Relationships

(a) Maintaining effective communication and team working to build strong internal relationships with all Museum departments.

(b) Working closely with the Venue Hire and Events Manager to generate income and co-ordinate and support in the set up and delivery of all museum space event hire.

(c) Working with the Birthday Party Co-ordinator to support in the planning and delivery of our venue hire, children’s birthday party offer.

(d) Working closely with the Facilities and IT staff in organising and coordinating events, and ensuring the smooth running of events

4. External Relationships

(a) Working closely with all in-house contractors (including catering, security and cleaning) in the provision of excellent customer service.

(b) Attending weekly in-house caterer meetings with the Events and Venue Hire Manager, preparing agendas and take meeting minutes.

(c) Maintaining effective communication with all Army event hire groups; to support and develop Museum reputation and encourage a strong client relationship with all Army groups.

(d) Communicating effectively and maintaining good working relationships with all external suppliers.

5. Risk Management and Health & Safety

(a) Being committed to good health and safety and access practice, ensuring familiarity and compliance with Museum policies, procedures and guidelines and the health and safety of visitors, staff, volunteers and contractors at all times.

(b) Attending regular Health and Safety training sessions to ensure an upto-date knowledge of procedures and best practice.

(c) Ensuring the health, safety and welfare of members of the public, staff, contractors and volunteers in event hire matters.

(d) Being fully conversant with relevant statutory Health & Safety at Work Regulations and acting in accordance with the contents of the Museum’s Health & Safety at Work Manual, Fire Orders and Museum Security Orders at all times. You will be responsible for ensuring that these instructions are implemented within the designated management area.

6. In addition, the post-holder is required to: -

(a) Act in every way so as to preserve the Museum’s reputation and good name in all areas of its work and be fully committed to openness and transparency in all its dealings.

(b) Ensure that the Museum’s Accounting and Financial procedures are strictly adhered to and embed a culture of control and financial discipline.

(c) Play a full part in the generation of income, and to avoid breaches of financial regularity and propriety, the misapplication of funds, or waste of resources. Effectively managing delegated budgets and projects and be responsible for the proper exercise, as instructed, of any delegated financial powers, having express regard to the Director’s appointment as the Museum's Accounting Officer. To promote efficient and costeffective methods of working to keep strictly within planned budget allocations, as set by the Senior Leadership Team.

(d) Take due care to assess and manage risk, having regard to the NAM's Risk Management Policy; (Risk Management at the NAM: Matrix of Risks).

(e) Carry out their duties in accordance with the NAM’s Equal Opportunities Policy.

(f) Travel to and operate from the National Army Museum’s outstations or locations where the Collection, or parts of the Collection, or other NAM property or services are held, or carried on, as and when necessary. The post-holder will be required to work off-site including at the Museum’s facilities at Stevenage. UK and some foreign travel may be required.

(g) The post-holder will be based at the Museum in Chelsea.

(h) The post-holder must co-operate fully with the Management of the NAM in pursuance of the Museum’s aims, as set out in its Royal Charter, and to enhance the Museum’s standing and reputation through its contacts with the public and the media. This will include membership of various development and other teams set up from time-to-time and reporting to the Director and Senior Leadership Team.

(i) Chair Museum committees, teams and working parties, as delegated, and represent the Museum on external committees as required.

(j) If the Museum’s operational needs make it necessary, the post-holder and/or Commercial function may be assigned to any other Museum Department or Division.

7. The appointment is permanent (subject to a four-month probation period) and full-time, working 37.5 hours per week (net), 5 days out of 7). The salary is £30,950pa inclusive. Evening and weekend working will be required. The post-holder is required to give a minimum of two months’ written notice in resigning.

8. The appointment will be subject to a security clearance.

9. This job description sets out the key responsibilities and tasks of the post and is not exhaustive. It may alter with the changing needs of the Museum. This job description may be reviewed and updated annually.

10. The National Army Museum is an equal opportunities employer.

Justin Maciejewski

Director

National Army Museum

July 2026

Signature: …

Date: …