Job info	Job info details
Job title	Commercial Coordinator
Strategic team/Directorate	Pride in Place
Service	Culture & Events
Business unit	Torre Abbey
Responsible to (day to day issues)	Senior Commercial Coordinator
Accountable to (line manager)	Senior Commercial Coordinator
Salary grade	D
JE ref	PLA024

1. Key purpose of job

• To support Torre Abbey’s commercial activity to help achieve financial targets, maximising income and profitability in all areas through retail, weddings, private hires and events. 
• To have a hands-on approach which will include support of weddings, events and other commercial activities whilst delivering excellent customer service and modelling our Core Values and Spirit of Place.
• To support the Senior Commercial Coordinator and to deputise for them if required – supported by Torre Abbey Manager – whilst also being an excellent team player helping to create a great place for colleagues (staff and volunteers) to work in.

2. Anticipated outcomes of post

• Be part of the team delivering a high-quality commercial offer, in line with Torre Abbey’s Spirit of Place, which encourages repeat visits and engenders high levels of customer satisfaction.
• Work alongside the Senior Commercial Coordinator to seek out ways of maximising income generation so that profits can be reinvested into Torre Abbey.
• Follow defined processes and procedures related to commercial activities to ensure that they meet financial, health and safety, and all other relevant Torbay Council policy requirements.

3. List key duties and accountabilities of the post

• As an Employee of Torbay Council all roles are expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. The Designated Senior Lead for Safeguarding is the Chief Executive and Director of Children’s Services.
• Support the Senior Commercial Coordinator in the retail areas of Torre Abbey through sourcing/ordering/purchasing/recording/displaying, rotation and up-selling of relevant stock, and working in those areas as required to add to the Visitor Welcome Experience and maximise income for Torre Abbey: this will also include cash handling, float management and till reconciliation.
• Support productive partnerships with external stakeholders and suppliers in line with agreed service levels, health and safety requirements, and quality standards, where directed by the Senior Commercial Coordinator and Torre Abbey Manager.
• Support in the development and delivery of new revenue streams which provide a good return on investment for all commercial aspects of the business.
• To answer all enquiries in a professional and timely manner, offering the opportunity to showcase our unique venue wherever possible through ‘show-arounds’, attending external fairs and events as required; and referring more complex enquiries through to the Senior Commercial Coordinator or the Torre Abbey Manager.
• To assist in the scheduling and taking of deposits and final payments for weddings and events, ensuring that we receive the required documentation both from those booking our event spaces and their contractors and suppliers; noting customer requests and requirements, drawing potential problems to the attention of the Senior Commercial Coordinator or Torre Abbey Duty Manager; communicating event set up with the wider team; assisting with room set up and furniture changes in advance of any event, and the clearing up after events as required; and overseeing weddings and events when required.
• To be aware of, and inform event/wedding planners and their contractors and suppliers of, Torre Abbey licensing restrictions and Terms and Conditions of Hire.
• Be a key holder for Torre Abbey and able to undertake opening up and locking up procedures where required.
• In the absence of the Senior Commercial Coordinator, draw up Event Management Plans for internal events.
• Support the volunteer programme where required.
• Support fundraising initiatives as required.
• 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 and providing clear, accurate, and inspiring information on Torre Abbey’s full range of commercial activity.
• Model our Core Values and Spirit of Place at all times so that you deliver, and encourage other staff members and volunteers to deliver, excellent customer service.

4. Budgetary/Financial Responsibilities of the post

• There is no direct budgetary responsibility, but there will be stretching sales targets to deliver, and an understanding of both trying to increase customer spend and keep spending levels and wastage to a minimum.

5. Supervision/Line Management Responsibilities of the post

• To provide oversight for assigned Volunteers.
• To assist the Senior Commercial Coordinator and Torre Abbey Manager in supervising the running of the retail spaces and those who work/volunteer within them.

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 of 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. 
• 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 the Workplace Equality, Diversity and Inclusion Practice and Policy.
• 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.
• The post holder is expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. And are aware that the Chief Executive and the Director for Children’s Services are the Safeguarding Leads for the Council.
• 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.
• 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.
• 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.
• 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.
• If this post is customer facing, it will require the ability to fulfil all spoken aspects of the role with confidence and fluency in English.
• If you are required to access a government system such as HMRC, DWP or The Public services network (PSN) as part of your role with the Council you will be required to complete a basic disclose with your line manager before you can access these systems. Your manager will be required to complete a verification form that confirms your identity, nationality and immigration status, employment history and unspent convictions (third party).
• If you are required to use your own vehicle on Council business or drive a council vehicle you will be asked to provide information on any driving endorsements by accessing gov.uk/view-driving-licence and providing a code to your Line Manager in order to share your driving licence information with the Council.

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	Commercial Coordinator
Strategic team/Directorate	Pride in Place
Service	Culture & Events
Business unit	Torre Abbey

Skills and effectiveness

Essential skills and effectiveness

• Able to demonstrate effective customer service ethos.
• Ability to demonstrate effective interpersonal and people skills enabling the development and fostering good relationships.
• Ability to work in a calm and friendly manner with a positive attitude.
• Effective written and verbal communication skills, including giving clear direction and providing feedback.
• 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

• Proven skills in creative commercial offers and displays which enhance sales targets.
• Ability to work towards agreed deadlines which can change at short notice.
• 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 commercial operational practices.
• Basic knowledge of Health and Safety Requirements and safe working practices.
• Basic knowledge and understanding of stock control methods.
• Basic knowledge and understanding of event and wedding management. 

Desirable knowledge

• Demonstrable knowledge of undertaking risk assessments along with continued dynamic risk assessments throughout an event.
• Knowledge of relevant financial legislation and guidance. 

Experience and achievements

Essential experience and achievements

• Experience of working in the hospitality industry.
• Experience in creative retail development and displays which enhance sales targets and promotes the products to meet sales targets.
• Experience of cashing up, banking procedures and use of tills.
• Previous experience of conflict management and handling difficult customers/situations with composure and professionalism.

Desirable experience and achievements

• Experience of working with volunteers.
• Experience working in the Heritage Sector.
• Experience working within the tourism or heritage setting with experience in a management role.
• Experience of assessing and managing risk.
• Experienced in achieving and exceeding targets. 

Qualifications/professional memberships

Essential qualifications/professional memberships

• Educated to at least GCSE level grade 4 (C) or equivalent in Maths and English. 

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 occasional home-working.