Events Facilitators
Salary: £23,463 - £25,372 (pro rata)
Contract type: Temporary until March 2025
Reporting to: Head of Visitor Experience
Department: Operations
Who are we?
We are Scotland’s design museum. Designed for everyone, firing imaginations and sparking curiosity in design across Scotland and around the world. At V&A Dundee we are on a mission to inspire and empower through design.
Design shapes our world, it's part of everyday life and it's everywhere. We are a museum with energy and have a vision of the future where everyone is inspired through design and recognizes its far-reaching impact in our lives.
We are a welcoming place for people of Dundee to explore design and to use as an everyday part of their city, as well as inviting visitors from around the world. We are part of the V&A family of museums that celebrate creativity in all its forms from across centuries, for everyone.
V&A Dundee presents, supports, and hosts a wide range of events from international design conferences to fashion runways preview nights, receptions, design fairs, talks, dinners and workshops. This programme plays a significant role in the development of V&A Dundee, reflecting our vision, enhancing engagement with our exhibitions programme, contributing to V&A Dundee’s positioning as Scotland’s design champion. Events are also a key driver of income generation and part of our commercial activities.
This role will sit in the V&A Dundee Operations team and will work with all teams across the organisation with the delivery of events. The Operations team facilitate a world-class experience for all our visitors, in a safe, secure and accessible environment, supporting V&A Dundee’s mission to inspire people through design. The visitor experience function supports the wider organisation and generates income via its commercial enterprises, contributing to the financial sustainability of the museum.
The post holders will be responsible for the in-person delivery of events at the V&A Dundee, ensuring that clients are well-served and that spaces are set up as specified/requested. The position will work across teams and will step in once the event has been confirmed and designed by both the Event Owner and the Event Coordinator. The role is part of the V&A Dundee’s facilities and events team, undertaking duties such as setting up rooms for meetings and events, ensuring all working and public areas are kept safe and clean, and providing direct client engagement and support.
Events
Ensuring the museum and its events spaces are maintained to a high standard in relation to safe operations and ensuring visitor requirements are met.
Following good housekeeping standards with items stored appropriately in safe and accessible areas
Undertaking room and auditorium set-ups & clear outs in all areas of the building as required by all users (including but not limited to: setup/removal and storage of chairs/tables, erecting and dismantling stages and platforms, audio visual and catering setups)
Assisting with the delivery and maintenance of V&A Dundee’s in-house AV equipment. Being available throughout events to assist users with equipment needed for their event.
Undertaking routine and top up cleaning, ensuring that establishments are clean and fit for purpose. Ensuring that litter is also cleared regularly from all external areas of the establishment
Assisting clients with the loading and unloading of goods and equipment and any other porter duties
Permitting access to the building and its facilities to staff, clients, performers, contractors, suppliers and other authorised visitors
Reporting any emergency, maintenance or repair requirements and completing appropriate paperwork accurately
Liaising as required with outside contractors and ensuring all visiting contractors adhere to safe working practices whilst onsite
Carrying out condition/stock audits on core event related facilities including tables, chairs, office equipment, signage etc.
Receiving and signing in all deliveries of goods and services and arranging delivery to destination, including local courier and post
Client Support Duties
Demonstrating a high standard of customer care and responsiveness to both internal and external customers and clients
Supporting all of V&A Dundee’s teams with the delivery and service of events
Providing support on the welcoming and dealing with enquiries from members of the public in person, over the phone or via email communications; some of this may involve the use of a computer
Supporting V&A Dundee’s events with administrative support to ensure service delivery is maintained for visitors, staff and contractors
Health & Safety
Responding to problems, issues, incidents and accidents
Resolving issues, either as part of a team or using own initiative
Reporting all problems, issues incidents and accidents to V&A Dundee’s management team
Responding to poor weather situations (flooding/snow/ice clearing) ensuring safe pedestrian access to all areas
Undertaking training and being a first-aid appointed person whilst on duty
Liaising as required with outside contractors either directly or through property services staff, ensuring that contractors comply with relevant aspects of health and safety legislation
Working Conditions
Flexible working required, covering weekends and evening work
The post holder may be required to perform duties, appropriate to the level of the post, other than those given in the job description
Lone working will be required in the role
Using manual handling procedures to transport materials and equipment throughout the building, ensuring that these are stored appropriately in accordance with health and safety legislation
Please note that parts of the role can be physically demanding at times
Essential
Experience of delivering events
Experience of working with processes and procedures
Practical abilities, including hands-on skills such as building of stages
Experience with AV and technical equipment
Ability to provide regular and effective service which can be physically demanding
Strong organisational and communication skills
The ability to act with tact and diplomacy with individuals from a variety of situations and backgrounds
Experience of using Microsoft Word, Excel, PowerPoint and Email
Practical awareness of health and safety
Desirable
Experience of working in a museum or visitor attraction
IOSH working safely (or similar)
Knowledge of first aid
Deadline for applications: no later than 17.00, 12 August 2024. Interviews will take place week commencing 26 August 2024.
We are recruiting for two part time positions, working hours will be 21 hours per week, Monday-Sunday from our museum in Dundee, including a variety of shift timings and regular evening and weekend work, to facilitate our daily operation and exciting programme of out of hours events. We offer a generous package including 38 days holiday, pension scheme, company sick pay, entry to V&A Dundee paid exhibitions and many more discounts and benefits.
We are an equal opportunity employer and encourage applications from everyone and do not discriminate on the basis of race, religion, gender, sexual orientation, age, marital status, disability or any other protected characteristics.
V&A Dundee is aware that working more flexibly is a central element of attracting and retaining disabled people in the labour market. We encourage you to apply if you define yourself as disabled under the Equality Act 2010 (including deaf or neurodivergent).
If you require any adjustments during the recruitment process, such as receiving the interview questions in advance or documents in an alternative format, please let us know via the email below.
If you have any issues with your application, please email: hr@vandadundee.org