Commercial Operations Coordinator
- st andrews, scotland, United Kingdom
- Permanent
- Full time
Job Description
Package Description:
Responsible to: Commercial Enterprise Manager
Responsible for: N/A
Salary: Grade 3 - £#removed# - £30,894.24
Contract Type: Full time, permanent
Hours of Work: 37.5 hours per week, full-time permanent, Monday to Friday. Evening and weekend working as and when required.
Job Overview
Working closely with the Commercial Enterprise Manager and Estates & Facilities Team, the Commercial Operations Coordinator is responsible for ensuring that the operational needs for Commercial activities, lettings and Commercial events are fulfilled so that the Enterprise Fund generates a profit.
The post holder will be responsible for the administration and running of the commercial operations process from initial enquiry to final billing. You will be supporting both the School and its Commercial Enterprise Business. This is a fast paced, exciting and varied role that requires a commercially driven individual with excellent communication, organisational skills and the ability to manage time effectively.
St Leonards has been at the forefront of pioneering education since it was founded in 1877. As we look forward to celebrating our 150th anniversary in 2027, we remain focused on our fundamental purpose: to educate young people for life. Ad Vitam.
Main Areas of Responsibility
- Working with the ‘client’ to understand the event requirement and then liaising with key stakeholders including the Estates, Facilities and Catering Teams to deliver the event, on the clients behalf, to a high standard.
- Attendance at events will be expected to oversee that they run smoothly and be the main point of contact for the client; evening and weekend working as and when required.
- Ensure that insurance, legal, risk assessment, and health & safety obligations are adhered to for all events
- Advise the ‘client’ on budget spend and control (such as hospitality and insurance costs, if required).
- Ensure that the client is respectful of School facilities and that they are looked after.
- As part of event planning, organise coordination meetings with key stakeholders.
- Arrange invoicing.
- As part of continuous improvement, post event capture lessons identified and learnt and create feedback loops to clients and stakeholders.
Managing the day-to-day operations for all external hiring and lettings
- Assisting the Commercial Enterprise Manager to market and sell all available key lets.
- Assisting the Commercial Enterprise Manager to provide detailed proposals, quotes and invoices for lets, in a timely fashion and by communicating effectively (on brand) on behalf of the School.
- Liaising with external clients to facilitate the let, including providing access and resources where required.
- Arranging handover and takeover of the let including pre and post inspection of facilities.
- Checking with the client that they have the sufficient insurance policies, risk assessments (where required) and certification in place to operate safely. To ensure the School is acting as a responsible landlord.
- Maintaining a database of lettings and ensuring that relevant departments are aware.
- Coordination of the swimming pool lettings, managing the customer service interface. This involves oversight of bookings, compliance paperwork, payments and access. To support the Estates Team to ensure cleaning, security, testing and safety checks are undertaken for all commercial pool lettings.
- Supervise the co-ordination of the staffing alongside the stock management in the St Leonards Shop and support the Commercial Enterprise Manager with the merchandise requirements for the St Leonards Golf Academy Programme.
Facilitating long contractual lets such as School Summer Camps, and external residential lettings
- Assisting the Commercial Enterprise Manager to provide detailed proposals, quotes and invoices for lets in a timely fashion and by communicating effectively (on brand) on behalf of the School.
- Liaising with external clients to facilitate the let, including providing access and resources where required.
- Arranging handover and takeover of the let including pre and post inspection of facilities.
- Checking with the client that they have the sufficient insurance policies, risk assessments (where required) and certification in place to operate safely. Ensure the School is acting as a responsible landlord.
Organising and facilitating school run holiday activity camps and the provision of the After School Care Club
- Assisting the Commercial Enterprise Manager in designing and implementing activity clubs for 5 - 18 year olds to make a profit for the Enterprise Business.
- This includes assisting with marketing and sales activities, and using booking software such as Try Booking and Engage.
- Source staff and oversee the operational running of the Camps and After School Care.
- Undertake administrative supervision for the After School Care Leaders in the After School Care Club.
- Have the sufficient insurance policies, risk assessments (where required) and certification in place to operate safely.
- Any other duties that the Commercial Enterprise Manager, Director of Finance & Operations or Head may require.
Child Protection, Safeguarding and Compliance
- To undertake all relevant Child Protection and Safeguarding training as required.
- To ensure that the complaints policy is followed effectively, carry out appropriate investigations when concerns are raised and ensure that any formal procedure is followed in a fair and equitable manner.
- To be aware of and apply the School’s policy on Health and Safety, including matters relating to risk assessments, fire regulations and maintenance/works issues, to help to ensure the safety of staff and pupils and to raise their attention to Health and Safety regulations and responsibilities.
This is not intended to be an exhaustive list of responsibilities and duties. It is expected that the post holder will participate in other reasonable activities which may be required to meet the needs of the School or for better fulfillment of the role.
Person Specification
Education, Training, Qualifications
- Educated to A levels/Highers or equivalent.
- Vocational qualifications accepted.
Desirable
- Degree in a business related discipline
Experience and Knowledge
- Essential
- 3-5 yrs experience of working within commercial operations and/or an event coordination environment.
Competencies and Skills
- Essential
- IT Competent with experience in Google Suite and/or Microsoft Office.
- Highly organised and proven evidence of being able to multitask, and deliver projects on time to budget.
- Organisation and event planning experience.
- Display an innovative approach with a willingness to consult and seek advice where appropriate
Interpersonal skills
- Excellent client relationship building and management.
- Build and maintain strong working relationships with stakeholders and internal teams.
- Organised, punctual, motivational, and with varied communication skills, (formal, informal, international).
- Ability to work as part of a team.
- Ability to work independently and take responsibility for planning own workload.
- Professional manner and appearance.
St Leonards is committed to creating a diverse and inclusive culture, where all members of the community - colleagues, pupils and families - are seen and valued. This culture ensures that St Leonards delivers an outstanding global education in a multi-cultural living, learning and working environment.
St Leonards cannot offer visa sponsorship therefore applicants must have the right to work in the UK.
All successful applicants will be required to be accepted for membership of the Disclosure Scotland Protecting Vulnerable Groups (PVG) scheme.
About St Leonards
St Leonards is a friendly and forward-looking independent, coeducational, boarding and day school situated on an historic campus at the heart of the university town of St Andrews. The school enjoys an unrivalled location - there are sandy beaches, world-class Links golf courses, and historic sites on its doorstep.
St Leonards delivers the inspiring, globally-recognised International Baccalaureate curriculum (which has been praised by university admissions officers for its focus on deepening learning learning, offering wider subject options, and enriching minds) for pupils aged five to 18, and was the first school to be accredited as an all-through IB school in Scotland. It is one of just two schools in the UK to actively offer all four IB programmes, ensuring a seamless learner journey. The youngest pupils follow the Primary Years Programme, which goes hand-in-hand with the vibrant Outdoor Learning programme at St Leonards. This is followed by the Middle Years Programme and (I)GCSEs. In the Sixth Form, pupils choose between the Career-related Programme and the Diploma Programme.
St Leonards enjoys a rich sporting heritage, and continues to boast a strong record of achievement with pupils representing the school nationally in golf, rugby, lacrosse, hockey, horse riding, and small-bore rifle shooting. The leading five-tier Golf Programme continues to go from strength to strength, the Duke of Edinburgh Award is the fastest growing of all Scottish independent schools, and an exciting calendar of trips and activities ensures pupils leave St Leonards equipped with the skills required to succeed in today’s ever-changing world. Truly an education ‘Ad Vitam’ (for life).
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