FACILITIES AND VENUE OPERATIONS COORDINATOR
APPLICATION PACK
FULL TIME, PERMANENT SALARY: £31,537 - £33,699 (NJC POINTS 18-22) PER ANNUM.
CLOSING DATE: FRIDAY 26 JUNE AT 12 NOON INTERVIEWS: WEDNESDAY 1 JULY
METHODIST COLLEGE INFORMATION
Methodist College Belfast is one of Northern Ireland’s leading grammar schools, providing life changing opportunities for everyone.
I am delighted that you are interested in joining the staff team here at Methodist College. As a member of staff, you will discover a celebrated tapestry of diversity, opportunity and excellence that makes Methody truly unique. Methody provides life changing opportunities for everyone and we would love you to experience that for yourself as a member of staff.
Staff at Methody are committed to making a difference to pupils, colleagues and the College community but soon discover that Methody also enriches their lives through their unparalleled staff experience. If you are an enthusiastic, committed, and progressive person ready to bring your unique gifts and talents to the College, we would love you to be part of our exceptional team.
This is a place where lifelong friendships begin, where bright futures are built, where leaders are made and where life changing experiences take place.
THIS IS METHODY.
J LENDRUM PRINCIPAL
JOB DESCRIPTION
MAIN PURPOSE
The Estates & Venue Operations Coordinator is responsible for coordinating the day-to-day administrative and operational activities associated with the College’s Estates, Facilities and Venue Hire functions.
The postholder will act as a central point of coordination between internal departments, external hirers, contractors, suppliers and visitors to ensure the efficient management, maintenance and utilisation of the College estate.
The role will support the commercial development of the College’s venue hire programme by managing bookings, coordinating events and working collaboratively with the Marketing Team to promote the College’s facilities to external organisations and maximise income generation opportunities.
The postholder will also provide comprehensive administrative support to the Estates Department, ensuring maintenance activities, compliance records, contractor documentation, fleet administration and procurement processes are managed effectively.
REPORTS TO
Estates Manager - Operations
MAIN DUTIES
VENUE HIRE, LETTINGS & EVENT COORDINATION
Venue Hire Administration
• Act as the primary point of contact for all venue hire enquiries.
• Respond promptly to enquiries received by telephone, email, website and in person.
• Provide information regarding available facilities, pricing structures and hire conditions.
• Manage the venue hire booking process from initial enquiry through to completion.
• Prepare and issue hire agreements and associated documentation.
• Ensure all bookings are accurately recorded within the College booking system.
• Maintain accurate records of venue utilisation and occupancy.
Venue Promotion & Marketing Support
• Work closely with the Marketing Department to promote venue hire opportunities.
• Assist in developing marketing materials relating to venue hire.
• Support the creation and maintenance of venue information on the College website.
• Provide venue content, photographs and availability information for promotional campaigns.
• Identify opportunities to increase venue utilisation and income generation.
• Assist with market research and competitor analysis relating to venue hire activities.
Client Relationship Management
• Build positive relationships with external hirers and community organisations.
• Conduct site visits and facility tours for prospective hirers.
• Coordinate customer requirements and expectations.
• Act as the principal liaison point before, during and after events.
• Resolve customer queries, concerns and operational issues promptly and professionally.
• Seek feedback from hirers and support continuous improvement initiatives.
Event Coordination
• Coordinate room layouts and operational requirements for events.
• Liaise with internal departments regarding event requirements.
• Coordinate catering arrangements where required.
• Ensure facilities are prepared and available as scheduled.
• Communicate event requirements to caretaking, cleaning and estates teams.
• Monitor event delivery and support operational problem solving.
ESTATES & FACILITIES OPERATIONS
Maintenance Helpdesk Coordination
• Administer and coordinate the Estates Helpdesk system.
• Receive, log and process maintenance requests.
• Prioritise requests according to urgency and operational impact.
• Allocate tasks to internal estates staff and approved contractors.
• Monitor progress and completion of maintenance activities.
• Ensure service requests are closed accurately and within agreed timescales.
• Escalate urgent or unresolved issues to the Estates Manager.
Planned Maintenance Administration
• Support the administration of planned preventative maintenance programmes.
• Schedule inspections and servicing activities.
• Maintain records of maintenance activities and statutory inspections.
• Monitor service dates and ensure maintenance schedules remain current.
• Coordinate maintenance visits with contractors and operational staff.
Facilities Coordination
• Coordinate room preparation requirements.
• Support accommodation planning and room allocation processes.
• Assist with examination room preparation and operational requirements.
• Coordinate requests relating to furniture, equipment and room layouts.
• Support College events, open days, performances and special functions.
• Assist with emergency response arrangements when required.
CONTRACTOR MANAGEMENT & COMPLIANCE
• Act as one of the first points of contact for contractors attending site.
• Ensure contractor sign-in procedures are completed.
• Maintain contractor records and documentation.
• Monitor contractor insurance certificates.
• Maintain records of Risk Assessments and Method Statements (RAMS).
• Coordinate contractor access requirements.
• Assist with permit-to-work administration where applicable.
• Maintain records relating to statutory inspections and compliance activities.
• Support the Estates Manager in ensuring compliance with health and safety obligations.
PROCUREMENT, FINANCE & BUDGET ADMINISTRATION
• Raise purchase orders for Estates Department goods and services.
• Process quotations and procurement documentation.
• Place orders with approved suppliers and contractors.
• Monitor delivery of goods and services.
• Process invoices and ensure financial records are maintained accurately.
• Reconcile purchase orders and invoices where required.
• Assist with monitoring departmental expenditure.
• Maintain supplier databases and procurement records.
• Support budget reporting activities.
TRANSPORT & FLEET ADMINISTRATION
• Coordinate the College minibus booking system.
• Maintain accurate transport schedules.
• Produce weekly transport allocation reports.
• Coordinate servicing, inspections and maintenance requirements.
• Monitor vehicle documentation and certification.
• Maintain records relating to vehicle usage and maintenance.
• Liaise with drivers and operational staff regarding transport arrangements.
ESTATES ADMINISTRATION & RECORDS MANAGEMENT
• Maintain accurate Estates Department records.
• Administer key control systems and key issue records.
• Maintain car parking allocation records.
• Administer first aid stock ordering and replenishment.
• Maintain contractor, supplier and maintenance databases.
• Produce correspondence, reports, spreadsheets and operational documentation.
• Organise meetings and take minutes where required.
• Manage filing systems and document retention procedures.
• Ensure compliance with GDPR and information governance requirements.
DATA MANAGEMENT, REPORTING & PERFORMANCE MONITORING
• Produce regular reports relating to venue utilisation.
• Generate venue hire income reports.
• Produce maintenance performance reports.
• Monitor service request completion rates.
• Maintain operational statistics and management information.
• Assist with the development of key performance indicators for Estates and Venue Hire activities.
• Identify trends and opportunities for operational improvement.
CUSTOMER SERVICE & STAKEHOLDER MANAGEMENT
• Deliver excellent customer service to all stakeholders.
• Build effective working relationships across the College.
• Liaise effectively with staff, pupils, parents, contractors, suppliers and visitors.
• Always Represent the Estates Department professionally.
• Promote a positive image of the College.
GENERAL RESPONSIBILITIES
• Comply with all College policies and procedures.
• Promote equality, diversity and inclusion.
• Comply with safeguarding requirements.
• Always maintain confidentiality.
• Undertake relevant training and professional development.
• Carry out other duties reasonably required and commensurate with the grade of the post.
This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropritare to the grade may be assigned from time to time.
In accordance with Section 75 of the Northern Ireland Act (1998), the post-holder is expected to promote good relations, equality of opportunity and pay due regard for equality legisaltion at all times.
RIGHT TO WORK
All applicants should ensure that they are free to remain in and take up employment in the United Kingdom. Successful candidates will be required to provide supporting documentation. Details of acceptable documentation are available at: www.gov.uk/government/publications/right-toworkchecklist
DISCLOSURE OF CRIMINAL BACKGROUND
The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as ‘regulated activity’.
In the event that you are recommended for appointed to a post that invloves ‘regulated activity,’ the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. Please note that you WILL be expected to meet the cost of an Enhanced Disclosure Certificate (Currently £32.00). Details of how to make payment will be sent to you at the pre-employment stage.
Further information can be access at NI Direct or the Deparment of Justice.
BENEFITS
• NJC Points 18-22 (£31,537 - £33,699)
• 36 days leave entitlement (16 of which are allocated to school holidays, 20 flexible outside term time)
• Membership of the NILGOSC Pension Scheme (Employer contribution 19%)
• Various staff benefits including cycle-to-work scheme, e-car Salary Sacrifice Scheme, access to benefits on VIVUP system.
PERSON SPECIFICATION
ESSENTIAL CRITERIA
1. Minimum of 5 GCSEs (Grades A*–C), including English Language and Mathematics (or equivalent).
2. Educated to A-Level standard (or equivalent qualification)
3. A minimum of three years’ relevant experience for example in facilities management, estates administration, property management, venue hire, events coordination, operational administration or similar environment.
4. Understanding of health and safety responsibilities within operational premises.
5. Understanding of GDPR and confidential records management.
6. Understanding of customer service standards and stakeholder engagement.
7. Exceptional organisational and planning skills.
8. Strong attention to detail and accuracy.
9. Strong problem-solving and decision-making ability.
10. Proficiency in Microsoft Word, Microsoft Excel (including reporting and data management functions), Microsoft Outlook, Microsoft Teams and Database or management information systems.
DESIRABLE CRITERIA
1. Experience working within a school, university or educational environment.
2. Experience of venue hire, conference or event management.
3. Experience of facilities management software such as WorkPal, Concept, Resource Scheduler or equivalent.
This Criteria sets out the qualifications, experience, knowledge, skills and competencies considered necessary for effective performance in the role. Candidates will be assessed against the criteria through the application form, supporting information, interview process and any other selection methods deemed appropriate by the College.
Applicants must clearly demonstrate within their application how they meet the essential and desirable criteria. The College reserves the right to shortlist only those applicants who, in the opinion of the selection panel, most closely meet the requirements of the post. Where a high volume of applications is received, the College reserves the right to apply the desirable criteria and/or enhance the shortlisting criteria to determine those applicants who will proceed to the next stage of the selection process.