Job info |
Job info details |
Job title |
Senior Commercial Coordinator |
Strategic team/Directorate |
Pride in Place |
Service |
Arts & Museums |
Business unit |
Torre Abbey |
Responsible to (day to day issues) |
Torre Abbey Manager |
Accountable to (line manager) |
Torre Abbey Manager |
Salary grade |
H |
JE ref |
PLA025 |
1. Key purpose of job
- To develop and oversee all aspects of Torre Abbey’s commercial activity including retail, weddings, private hires, events and Torre Abbey café.
- To help ensure Torre Abbey manages to achieve its financial targets, maximising income and profitability in all areas and monitor key performance indicators and budgets. Striving to be efficient and ensure cost effectiveness.
- Have a hands-on approach which will include duty management and support of weddings, events, exhibitions and other commercial activities.
- Manage/supervise the Food and Beverage Coordinators and Commercial Coordinator and any Volunteers roles to ensure that they have the appropriate training and work effectively alongside other colleagues at Torre Abbey.
- To understand and help deliver the Torre Abbey’s business plan. Promote good communication across the site and with external stakeholders to provide a joined up service provision.
- Deliver excellent customer service every time to a broad range of visitors and do everything possible to consistently exceed visitor expectations by going the extra mile. The post holder will model our Core Values and Spirit of Place.
- To be an excellent team player helping to create a great place for colleagues (staff and volunteers) to work in.
2. Anticipated outcomes of post
- Deliver a commercially viable service in line with budget. Provide budget monitoring information to Torre Abbey’s Manager.
- Maximisation of income generation so that profits can be reinvested into Torre Abbey to support conservation priorities and provide clients with information linking visitor experience, food and beverage, weddings and events of Torre Abbey.
- Be part of the team to deliver exceptional visitor welcome, food and beverage retail, weddings and events and other commercial activities in line with Torre Abbey’s spirit of place and business plan.
- To create increased awareness of the Torre Abbey brand, its quality creativity and vision, and the range of events, partnership and venue hire opportunities.
- Increased donations to Torre Abbey from the implementation of fundraising initiatives.
- Support is given to the Museum Manager with the development and delivery of Torre Abbey’s Business Plan.
3. List key duties and accountabilities of the post
- Effectively manage the day-to-day operation of all of Torre Abbey’s commercial offers including Retail, Weddings, Private Hires, Events and Torre Abbey Cafe ensuring profitability to achieve stretching sales targets, controlling costs and stock, meeting finance reporting procedures and deadlines. The postholder will strive to be efficient and ensure cost effectiveness.
- Support in the creation of new and innovative revenue streams which provide a good ROI for all commercial aspects of the business, including increasing winter business to provide an exciting year-round offer.
- Deliver excellent customer service every time by modelling our Core Values and Spirit of Place.
- Help the Torre Abbey’s Manager to set, manage and monitor targets and budgets for retail, weddings and events, food and beverage and other areas of immediate responsibility. Ensure the teams reach these stretching targets across all commercial areas.
- Manage, develop and foster productive partnerships with external stakeholders. Ensure that all third parties adhere to Council policies and ensure the safety of staff, visitors and others.
- Line management responsibilities for the Food and Beverage Coordinators and Commercial Coordinator, including recruitment, training and 1:1’s in line with Torbay Council’s policies. Manage staff rotas, hours and holidays ensuring optimum use of staff hours.
- Follow all financial processes and procedures including cash handling, float management and till reconciliation daily.
- Manage seasonal commercial offers which reflects the exhibition programming, events and Torre Abbey’s Spirit of Place including the relevant menu planning, purchasing/ordering of relevant stock, stock control, to include the development of any unique stock. Leading by example when it comes to maximising income and profitability.
- Maintain and control stock levels within norms and minimal waste in liaison with Food and Beverage Coordinators and Food and Beverage Assistants. Maintain a register of key ingredients to support seasonal menu planning and manage allergy ingredient information and their substitutes.
- Ensure food hygiene standards and health and safety standards are maintained and exceeded. Be aware of Torre Abbey licensing restrictions and train all staff in their adherence.
- Oversee weddings and seasonal events offers, including promotion of the offers, client show rounds, attending appropriate promotional fairs and undertake evaluation of each event run by Torre Abbey.
- Establish a clear process for commercial activities which others can follow when necessary to ensure there is a consistent high level of service for clients and potential clients.
- Produce an Event Management Plan (EMP) for all internally organised events or wedding and ensure EMP’s are completed to the required standard for all externally organised events held at Torre Abbey.
- Develop new and innovative fundraising opportunities to support Torre Abbey’s Business Plan objectives.
- Provide assistance to the Marketing Officer in the development and content of Torre Abbey’s website, ensuring they have up to date information at all times, providing clear, accurate and inspiring information on Torre Abbey’s full range of commercial activity.
- Deputise for Torre Abbey’s Manager when they are unavailable for short periods in all day to day including but not limited to attending meetings, dealing with customer complaints, staffing issues but referring back to the Museum Manager for more complex issues and queries.
- Act as a key holder for Torre Abbey and able to undertake opening up and locking up procedures when required. Take shared responsibility for call out duties due to alarm activations or break ins.
- Responsible for safeguarding and promoting the welfare of children and vulnerable adults at all times in liaison with the Safeguarding lead.
4. Budgetary/Financial Responsibilities of the post
- Generate income towards the commercial activity budgets totalling an expected revenue of £300,000 annually.
- Managed the expenditure budget across all commercial activities of approximately £80,000 for the purchase of stock and putting on events.
5. Supervision/Line Management Responsibilities of the post
- Provide oversight of the day-to-day duties and manage the Food and Beverage Coordinators and Commercial Coordinator assigned Volunteers.
6. Working environment and conditions of the post
- Working at Torre Abbey and within its grounds. This may involve some working in an outdoors environment and working within a historic house location.
- There may be some off-site working, such as at networking & sector events, promotional exhibitions or similar.
7. Physical demands of the post
- Normal physical demands.
- There will be lifting involved in moving and displaying merchandise.
- Some artefact lifting and exhibition setting up.
- There will be lifting involved in set up and break down of events which will require significant manual handling.
- There is a requirement to lift and transport valuable paintings and other collection objects.
- Erection and use ladders.
- Ability to assist with evacuation of persons in a wheelchair during emergency procedures and act as Fire Marshall in event of a fire/emergency.
8. Specific resources used by the post
- IT Equipment.
- Cash tills.
- Monitor and maintain stock up to an annual value of £70,000.
- Full set of Master Keys.
9. Key contacts and relationships
- External:
- Local arts and culture organisations
- Commercial organisations
- Event hirers
- Contractors and Suppliers
- Tourism and marketing companies
- General public - visitors
- Internal:
- Culture and Events Service Manager
- All of Torre Abbey Team
- Staff of the Place Directorate
- Other Council Departments
- Council Health and Safety Officer
- Communications team
10. Other duties
- To undertake additional duties as required, commensurate with the level of the job.
Other Information
- All staff must commit to Equal Opportunities and Anti-Discriminatory Practice.
- The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any of the Council's buildings (including Council owned and Council leased buildings, but excluding designated areas in residential schemes), enclosed spaces within the curtilage of buildings, and Council vehicles. The Council does not permit smoking breaks within work time, however, in services where the flexi-scheme is in operation, employees may take reasonable break times outside of core hours, in accordance with flexi-time arrangements. Employees should follow the flexi-scheme procedure for agreeing time away from their duties in the normal manner with their immediate colleagues and line manager, with break start and finish times being recorded, as with any other break-time arrangement.
- The post-holder is expected to familiarise themselves with and adhere to all relevant Council Policies and Procedures.
- The post-holder must comply with the Council’s Health and Safety requirements as outlined in the H&S policy appropriate to the role.
- This post is office based at Torre Abbey but the post holder may be required to move their base to any other location within the Council at a future date.
- The post-holder must be committed to the Council’s Core Values for employees – “Torbay Council employees are committed to being forward thinking, people orientated and adaptable - always with integrity”. Evidence will be sought during the probation and appraisal processes.
- You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions will only be taken into account when they are relevant to the post. You will only be asked to disclose ‘unspent’ convictions.
- Torbay Council is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo the checks appropriate to the post applied for.
- As this post meets the requirements of the Immigration Act 2017 (part 7) the ability to converse at ease with members of the public and provide advice in accurate spoken English is essential for the post.
Person Specification
Note for Candidate
All Candidates
The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement.
In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.
Candidates who consider that they have a disability
Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.
If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.
Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.
If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.
Job info |
Job info details |
Job Title |
Senior Commercial Coordinator |
Strategic team/Directorate |
Pride in Place |
Service |
Arts & Museums |
Business unit |
Torre Abbey |
Skills and effectiveness
Essential skills and effectiveness
- Well-developed skills in management and leadership, team-working, communication, and organisation.
- Ability to demonstrate effective motivation in achieving and exceeding targets. With the ability to motivate, lead and achieve results through others.
- Ability to demonstrate effective decision making and act quickly/flexibly when confronted with emergencies. Along with the ability to work with varying pressures and deal with difficult situations and complaints.
- Ability to demonstrate effective skills in relation to developing creative commercial opportunities.
- Ability to demonstrate effective and proven skills in financial management and reporting methods.
- Able to demonstrate strong customer service ethos and teach/mentor this in other staff members.
- Effective organisational skills with good attention to detail and able to work on own initiative.
- Ability to demonstrate effective numeracy skills.
- Ability to demonstrate effective and competent IT skills including – Word, Excel, PowerPoint.
- Have the ability to work flexible and unsociable hours which are variable to secure a successful completion to the current event.
- As this post meets the requirements of the Immigration Act 2016 (part 7), the ability to converse at ease with members of the public and provide advice in accurate spoken English is essential for the post.
Desirable skills and effectiveness
- Ability to balance priorities of heritage conservation and care with commercial opportunities for a significant heritage site.
- Ability to use public speaking skills in relation to guided tours and talks, including for educational groups of all ages.
Knowledge
Essential knowledge
- Knowledge and understanding of back-office systems including back office tills processes.
- Knowledge and understanding of Food and Beverage operational practices.
- Knowledge of Health and Safety Requirements and safe working practices.
- Effective knowledge and understanding of stock control methods.
- A good understanding of retail development and analysis, as well as visual merchandising.
- Demonstrable knowledge of undertaking risk assessments along with continued dynamic risk assessments throughout an event.
- Effective knowledge and understanding of event and wedding management.
Desirable knowledge
- Effective knowledge and understanding of audience development in a heritage and tourism setting.
- Effective knowledge and understanding CDM 2015 and other event related guidance such as Purple Guide.
- Knowledge relevant financial legislation and guidance.
Experience and achievements
Essential experience and achievements
- Experience of working in the hospitality industry.
- Experience in managing events from booking or concept through to delivery. To include production of Event Management Plans (EMPs) to the highest standards.
- Experience in creative retail development and displays which enhance sales targets and promotes the products to meet sales targets.
- Previous experience of successfully managing budgets including margins, maximise income and control costs including labour, stock and waste.
- Experience of planning and delivering seasonal menus to a consistently high standard and creatively incorporating local dishes and using fresh seasonal produce.
- Experience of assessing and managing risk.
- Proven experience of handling difficult people and situations to avoid any conflict resolution with composure and professionalism.
- Experience in delivering excellent leadership qualities with coaching and training for both line management of staff and volunteers as well as the public experiences.
Desirable experience and achievements
- Experience of working with volunteers.
- Experience working within the tourism or heritage setting with experience in a management role.
Qualifications/professional memberships
Essential qualifications/professional memberships
- Educated to A level or above or equivalent in relevant subject matter.
- City and guilds Professional Food and Beverage Service level 2 or equivalent (or equivalent level of experience).
Desirable qualifications/professional memberships
- Personal Licence Holder.
- Current first aid certificate.
- Risk Assessment qualification.
Other requirements
Other requirements of the job role
- Demonstrates a commitment to safeguard and promote the welfare of children and young people.
- Ability to travel efficiently around the Bay/South West/UK in order to carry out duties.
- Ability to accommodate unsociable hours.
- Ability to accommodate shift patterns.
- Ability to accommodate on-call working.
- Ability to accommodate occasional homeworking.