Job Description

Purpose

To provide venue management support to the London office (primary location).

To support: Events and Meetings Manager providing Venue Managements across London office locations as required.

Main Responsibilities

Venue Support Administrator

• To support the Meetings and Events Manager with various meeting relating projects and tasks
• Diary management
• To be the first point of contact for UKRI staff and visitors
• Taking minutes of meetings
• Diary management
• Maintaining electronic filing system
• Supporting the delivery of events. Meeting and greeting visitors, accompanying to meeting room if required and ensuring a positive guest experience, helping to set up / tidy meeting rooms
• Assisting Stakeholders with general enquiries and catering orders
• Meeting room booking and administration using Resource Central, meeting room booking software and other applications
• Sourcing appropriate meeting room solutions via a range of third-party suppliers and systems
• Liaising with staff about their room bookings across a multitude of locations in person, over the phone and via email
• Dealing with meeting room and visitors queries and enquiries, escalating issues to line manager
• Working closely with onsite reception and security staff to manage visitors
• Monitor and respond to messages in group bookings inbox with Bookings team colleagues
• Producing reports and spreadsheets on meeting data
• Training users how to use various systems and enforcing meeting room booking code of conduct
• Overseeing desk booking queries and enquiries
• Manage stocks of stationery and office supplies, placing orders using procurement system and maintaining an up to date and accurate spreadsheets of expenditure
• First aider
• Fire Marshal

Facilities / Health, Safety and Security

• Report faults / repairs via app and following up on issues with onsite support team to ensure satisfactory completion
• Manage stocks of stationery and office supplies, placing orders using procurement system and maintaining an up to date and accurate spreadsheets of expenditure
• First aider
• Fire Marshal

• Inductions / registering & deactivating passes
• Registering & deactivating passes as part of new starter induction / leaver process

• To be a First Aider and Fire Marshal (training will be provided)
• To undertake workplace inspections, addressing potential hazards as they are identified or escalating to onsite support or Facilities Manager if necessary

Other key information

Flexibility essential. Will be required to work at different locations on different shifts (between 08:00 - 18:00) to cover staff absences, and on occasion finish later if a high prolife meeting overruns.

Requirements

• Customer service experience
• Experience in a similar role planning and organising events for groups which may include senior staff
• Administration and PA experience
• Proficient using MS Office package and basic Adobe software, Outlook, Word, and Excel
• Experience using meeting room and visitor management software
• Reception experience

Qualifications

A - level or equivalent

IOSH Working or Managing Safely desirable but not essential

HSE First Aid at Work - desirable but not essential as training will be provided