Trent Vineyard
Senior Supervisor (Events)
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JOB DESCRIPTION
Senior Supervisor (Events)
Hours: 37.5 hours per week (1.0 FTE) (If preferred, 30 hours per week may be considered)
Days: Monday to Friday, 9am – 5pm*
Contract: Permanent
Salary: £29,280 per annum, pro rata.
Monthly salary based on 37.50 hours a week is £2,440 before deductions. (Monthly salary based on 30 hours a week is £1,952.00 before deductions).
*The Usual office hours are 9am–5pm. Due to the nature of the role, some flexibility is required, including occasional earlier starts and later finishes to oversee events.
Summary of role:
The Senior Supervisor (Events) is responsible for overseeing the planning and delivery of events and conferences at Trent Vineyard Conferencing, ensuring they are delivered smoothly, professionally and to a high standard.
Working closely with the Trading Manager and Senior Supervisor (Sales & Marketing), the role supports the effective day-to-day running and ongoing development of Trent Vineyard Conferencing. This includes leading and developing the events team, overseeing event logistics, managing customer and supplier relationships, monitoring budgets and contributing to the overall performance and profitability of the business.
The Senior Supervisor (Events) will be committed, and will ensure their team are committed, to serving the vision and values of Trent Vineyard and to working collaboratively as part of the wider staff team.
Key Responsibilities:
Event planning and delivery:
- Oversee the day-to-day planning and delivery of conferences and events, ensuring they run smoothly, efficiently and to a high standard.
- Manage the events calendar to ensure conferences and events are well planned, appropriately resourced and effectively delivered.
- Manage events of varying sizes and complexity in collaboration with the wider team.
- Oversee the event booking process, including preparing quotes, creating event function sheets and maintaining accurate event notes and records.
- Meet with customers onsite to provide tours, understand their requirements and plan event logistics.
- Ensure appropriate event delivery procedures are in place and followed consistently.
- Work closely with the Facilities Team to ensure the health, safety and wellbeing of customers, delegates and staff remain a priority.
- Oversee relevant health and safety documentation for events.
Customer and supplier relationships:
- Foster positive and professional relationships with existing and new customers.
- Ensure customer care is delivered to an exceptional standard throughout the customer journey.
- Respond promptly and effectively to customer queries, complaints and negative feedback, with support from the Trading Manager where appropriate.
- Develop and maintain strong relationships with external suppliers, including AV and catering providers.
- Work with suppliers to secure the best balance of service, quality and value.
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Leading and managing the team:
- Effectively manage, support, motivate and develop direct reports.
- Hold regular one-to-one meetings to support wellbeing, development and performance.
- Carry out annual performance reviews with direct reports.
- Support the identification, recruitment, training and development of sessional staff to ensure they are equipped to perform their roles to a high standard.
- Delegate effectively, empowering team members to take ownership of their responsibilities.
- Lead daily team briefings and contribute actively to Trading Team meetings.
- Deputise for the Trading Manager when required.
Business delivery and development:
- Work with the Trading Manager and Senior Supervisor (Sales & Marketing) to support the development and implementation of the business and marketing strategy for Trent Vineyard Conferencing.
- Contribute to the ongoing development of the conferencing business, identifying opportunities to improve services, ways of working and customer experience.
- Help ensure the business operates efficiently, sustainably and profitably within agreed budgets and targets.
- Manage agreed budget areas, including staffing costs, balancing excellent customer service with effective cost control.
- Monitor key business information and measurable targets, providing clear and timely reports to the Trading Manager.
- Work with the Finance Team to ensure event invoicing is completed promptly and accurately.
- Manage specific projects as required.
Wider team integration:
- Develop and maintain positive working relationships across Trent Vineyard and within the various teams and ministry areas.
- Work collaboratively with the wider Trading Team to meet shared objectives and resolve challenges.
- Attend relevant staff meetings, team meetings, retreats and staff events.
- Be an ambassador for Trent Vineyard and Trent Vineyard Trading.
Person Specification:
Skills & Behaviours:
- Demonstrate strong leadership and line management skills, with the ability to support, motivate and develop others.
- Have strong verbal and written communication skills.
- Be proactive, resourceful and confident in taking initiative and finding solutions.
- Build positive working relationships with people from a wide range of backgrounds and experiences.
- Demonstrate strong interpersonal and customer service skills.
- Be organised, with the ability to prioritise a varied workload, meet deadlines and maintain healthy boundaries.
- Be able to balance a broad range of responsibilities and adapt when priorities or circumstances change.
- Demonstrate sound decision-making skills and good judgement.
- Be able to plan, organise and deliver projects and events effectively.
- Be able to delegate effectively and empower others.
- Be able to lead and facilitate meetings and team briefings.
- Exercise patience, diplomacy and tact while maintaining appropriate confidentiality.
- Be open to feedback, learning and continuous development.
- Be flexible, co-operative, motivated and supportive as a team member.
- Be welcoming, hospitable and confident in working with people of all backgrounds.
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Experience:
- Have experience of planning and delivering events or be able to demonstrate relevant transferable experience.
- Have experience of line management in a professional workplace setting, including supporting performance and development.
- Have experience of working collaboratively in a busy team environment.
- Have experience of managing competing priorities and responding effectively to changing circumstances.
- Have experience of building and maintaining positive relationships with customers, colleagues and external suppliers.
- Have experience of writing reports, tracking measurable targets and providing operational updates.
- Experience of managing budgets or monitoring expenditure is desirable.
- Experience of working in a conference, events, hospitality or customer-focused environment is desirable.
Qualifications:
- Relevant qualification, training or equivalent practical experience.
- Confident using common workplace technology and able to learn new systems.
Other requirements:
- Be committed to Trent Vineyard and the Vineyard Churches movement by demonstrating knowledge of the vision, values, beliefs and ethos of Trent Vineyard.
- Attend Trent Vineyard as an active member of the church (desirable).
- A personal walk with Jesus underpinning a lifestyle of integrity, enabling you to understand and model biblical values of leadership and management.
- Be a practising Christian.
- Ability to travel as required for the role.
Reporting Relationships:
- You report to: Trading Manager
- Reporting to you: Supervisor (Events) and Sessional Staff
Working Benefits:
- 28 days annual leave pro rata including statutory bank holidays.
- Additional leave over Christmas.
- Annual staff day and team events.
- Enhanced sick pay, pension contributions and family leave pay.
- Group Life and Income Protection cover.
- Cycle to work scheme.
- Coffee Shop discount card.
- Free annual eye tests.
- Access to Employee Assist Program.
- Long Service Award (when qualifying period is reached).
Occupational Requirement
This role has an Occupational Requirement to be a Christian, as permitted under Schedule 9, Part 1 of the Equality Act 2010.
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