Events Coordinator
| Job Title | Events Coordinator |
| Position | Permanent |
| Hours | Full-time 35 hours per week (including someevenings and weekends) |
| Holidays | 33 days including 8 public holidays |
| Manager | Commercial & Marketing Director |
| Location | Chelsea Physic Garden, 66 Royal Hospital Road,London SW3 4HS |
1. Equal Opportunities
Chelsea Physic Garden is a place for everyone. As an equal opportunities’ employer, Chelsea Physic Garden is committed to championing equality, diversity, and inclusion in our workplace. If you are a suitably qualified applicant, we encourage your application whatever your age, disability, gender, gender identity, race, religion or belief, sexual orientation or socioeconomic background.
2. About Chelsea Physic Garden
Chelsea Physic Garden (CPG) is an independent charity set up in 1983 to promote and preserve the four-acre garden of the same name. The charity’s mission is to demonstrate the medicinal, economic, cultural and environmental importance of plants to the survival and wellbeing of humankind. We are open to visitors six-days a week, eleven months of the year. There has been a teaching Garden on our site since 1673, and today we hope that all our visitors leave inspired, having learnt something new.
3. Our Values
We have a set of five inter linked reinforcing values that support each other
4. About the Role
The Events Coordinator is responsible for the day-to-day operations of Chelsea Physic Garden’s private hire activities. They manage clients end-to-end, from dealing with initial enquiries through to event delivery and recording feedback following events.
The Events Coordinator works closely with the Commercial & Marketing Director to maximise revenue from events hire in order to meet income targets.
The Events Coordinator acts as inhouse expert in events production, providing support to events such as the annual Christmas Fair and Summer Reception. They will be the Garden’s inhouse expert on the restrictions of the Premises License, Wedding License and health and safety legislation as it pertains to event delivery.
The Events Coordinator maintains relationships with a client’s suppliers to ensure that the Garden can invoice for the commission due on services.
5. Key areas of responsibility
Client coordination
The Events Coordinator is responsible for the coordination of venue hire clients. This includes responding to all enquiries and keeping in touch with clients through from enquiry to event delivery. They are responsible for preparing contracts and invoices and ensuring that these are delivered and returned in a timely manner and the record f them is accurate.
Calendar coordination
The Events Coordinator is responsible for keeping the Garden’s calendar of room and venue bookings. They ensure that these calendars are kept up-to-date with bookings from internal and external clients and that changes are communicated to stakeholders in a timely manner.
Supplier coordination
The Events Coordinator is responsible for maintaining a list of “Accredited Suppliers”. These suppliers have been vetted by the Garden and are preferred suppliers. The Events Coordinator will ensure that the quality of these suppliers remains high and will expand this list by finding new suppliers and vetting them.
Duty management coordination
The Events Coordinator line manages the Event Duty Manager(s), creates the roster for Event Duty Manager(s) and ensures that all events have sufficient cover. The Events Coordinator will produce operations orders that provide Events Duty Manager(s) with clear instruction on how an event will be delivered. The Events Coordinator is expected to cover a number of events themselves throughout the peak season.
Events delivery
The Events Coordinator is responsible for ensuring that the delivery of events takes place seamlessly. This includes ensuring that all staff, suppliers, stakeholders and clients are thoroughly briefed on the event and that all relevant paperwork is accurate and received.
Marketing and Pipeline development
The Events Coordinator works closely with the Marketing team to agree a marketing strategy designed to ensure a healthy pipeline of new clients.
Person Specification
| Skills and Experience | Essential/Desirable |
| Excellent communications skills (written and verbal) | E |
| Knowledge of MS Office programmes and ability to learn to work withdifferent systems such as Trello | E |
| Strong organisational skills, able to manage multiple prioritiessimultaneously | E |
| Experience of running and managing events in either a professional orvoluntary capacity | E |
| Knowledge of working in value-led organisations such as charities, or thecultural sector | D |
| Experience of managing suppliers | D |
| Experience of processing financial information e.g., invoices | D |
| Experience of producing letters and emails for mass distribution | D |
| Self-motivated and able to act on initiative | D |
| An interest in Gardens | D |
Competency Framework
We have a set of eight competencies that are common to all employees and within the framework each competency has four levels which relate to the level at which individual roles need to operate. The competency assessment for this role is set out below and more information will be provided to support this assessment.
| Competency | Descriptor | Level forthis role | |
| 1 | Leadership | Setting the pace and behaving withintegrity | 1 |
| 2 | PeopleManagement | Making clear what you expect and what isto be achieved; enabling and supportingyour staff to deliver | 2 |
| 3 | Analysis anduse of Evidence | Collecting, analysing and usinginformation and evidence, assessing riskand taking decisions | 1 |
| 4 | Communication | Communicating with colleagues, visitorsand stakeholders | 3 |
| 5 | CollaborativeWorking | Working together with people within andoutside of CPG to help us achieve ourgoals | 3 |
| 6 | DeliveringResults | Organising and managing the work todeliver results | 2 |
| 7 | Using andManagingResources | Using resources cost effectively | 1 |
| 8 | Know How | The knowledge, skills and expertise youneed to do your job and help others to dotheirs | 2 |
Terms and Conditions
The post holder will be required to work an average of five days per week but the nature of the role means that flexibility over the days and hours worked is required to meet the needs of the business and includes some evening and weekend working to support the delivery of events.
There is a requirement to work regular weekends and bank holidays as part of a roster, for which time off in lieu will be provided. 33 days holiday including statutory holidays [set out the pro-rata entitlement for part-time workers].
The Garden operates a salary exchange pension scheme currently with Royal London which means that your gross salary is reduced by the amount of pension contribution made by the employer and employee which is then paid directly into your pension. The equivalent contribution rates are 5% employer and 3% employee at the end of the probationary period.
Details of other employee benefits and rights will be provided to successful candidates and include things like a season ticket loan, a cycle purchase scheme as well as an employee assistance programme.