Diary and Events Administrator - Birmingham Cathedral

Posted 14 days agoExpires in 12 days
£20,204 FTE (£16,381 PRO RATA)

We are looking for a Diary & Events Administrator to join our expanding team at Birmingham Cathedral. This is a key role within the admin team, supporting the Head of Commercial Events and the Dean’s PA with all aspects of events administration and diary management as we seek to grow our income through corporate events. You will have a key role in ensuring the smooth running of all the administrative function of our events, ensuring a professional delivery.

The successful applicant will be excited about bringing their experience in events and/or diary management into the unique context of Birmingham Cathedral. You will possess the sensitivity and professionalism to ensure that all cathedral bookings, internal or external, regardless of revenue potential, are treated with equal care, reflecting the desire for the Cathedral to be a welcoming space for all.

  • Assisting with the review of both the electronic and paper diaries along with events schedules.
  • Manage the administration of all bookings from initial enquiry through to fulfilment of the event, including potential liaison with external clients and clear internal information sharing.
  • Support the Head of Commercial Events with site meetings (including taking minutes as required), attendance at events and liaising with suppliers where required.
  • Support the Head of Commercial Events with producing invoices and ensuring all necessary paperwork is in place prior to events.
  • Support the Head of Commercial Events following events being held to obtain feedback from the client and Verger Team, and any other administration that may be required.
  • Support the Head of Commercial Events with the day to day administration that is required for the events department.
  • Work closely with the Canon Precentor and Head of Music to support with the delivery of special services and events.
  • Work in close collaboration with the Head of Facilities and Facilities Team to help maximise efficient use of the Cathedral, ensuring that commercial activities can be coordinated around the primary function of worship.
  • Work closely with the Head of Comms and Marketing to ensure information on special services and events is available digitally.
  • Engage with our diocesan colleagues to support with booking diocesan, ecumenical and charity events.
  • Prepare seating plans, tickets, seating labels, invitations and guest lists as required for all events.
  • A point of contact for external enquiries to Cathedral Office team, and for the Cathedral congregation, including oversight of the main ‘enquiries’ email address, dealing with phone enquiries, signposting.
  • Deal with parking requests and adding to the diary as necessary. This will also involve dealing with members of the Diocesan Team on a fortnightly basis.
  • Emailing West Midlands Police on a fortnightly basis advising of any events we may have in the Cathedral and Cathedral Square.
  • Inputting various team rota’s on to the Cathedral diary (for example, Vergers, Guides, Welcomers etc).
  • Setting up the Eventbrite links for our services.
  • Work with the wider Cathedral team (staff, volunteers and congregation) to ensure the fulfilment of Chapter’s strategy and vision.
  • Any other reasonable duties and responsibilities as may be required by Chapter.
  • Exceptional Communication skills, together with a confident and mature approach, who can easily establish good working relationships both internally and externally.
  • Must be self-motivated whilst understanding the importance of working as part of a team.
  • An organised and meticulous approach with real attention to detail
  • You will be someone who prides yourself on your organisation and ability to finish tasks.
  • Sympathetic towards and supportive of the mission and values of the Cathedral
  • Experience in an administrative role, and comfortable working to agreed processes and procedures.
  • Experience of working to tight deadlines and schedules, and the ability to be responsive.
  • High level of competency in administrative tasks, with an ordered approach and the ability to deal efficiently with paperwork, correspondence, and filing.
  • Comprehensive IT skills
  • Willingness to work flexibly, including evenings, weekends and public holidays as required.

We are an equal opportunities employer. We welcome applications from all suitably qualified persons. However, as those from minority ethnic groups are currently under- represented in our staff team, we would particularly welcome applications from those groups.

RESPONSIBLE TO: PA to the Dean (Head of Administrative Services)

RELATIONSHIPS: Head of Commercial Events, Head of Comms and Marketing, Clergy Team

SALARY: £20,204 FTE (£16,381 PRO RATA)

PENSION: Subject to meeting the relevant criteria you will be enrolled in the Cathedral’s Pension Scheme with 8% employer contributions.

HOURS:30 hours per week. There is an expectation that these hours will be worked flexibly (by agreement) to meet the changing needs of the Cathedral diary, including occasional evening and weekend work.

CONTRACT: Three years fixed term (potential for renewal)

HOLIDAYS: 28 days (23 days PRO RATA) plus bank holidays

Deadline for Applications: Thursday 30th September 2021.

Interview Date: Tuesday 5th October 2021.