Venue Services Coordinator

Westminster is a leading coeducational, Early Learning to Year 12, day and boarding Uniting Church School.
We aspire to be the best school for an exceptional education, developing individuals of great character to
achieve more than they thought possible. We want Westminster to have a world class reputation, renowned
for a genuine focus on wellbeing, inspired by our values of kindness, resilience, mindfulness, curiosity,
courageousness and inclusivity.

**Position name Venue Services Coordinator**

**Area of School **Development

**Employment Status**
Permanent Part time, 37.5 hours per week for 40 weeks per year
(school term only)

**Employment Conditions**
Westminster School Inc. Teaching Staff and School Assistants

Enterprise Agreement

**Key Relationships**

The Venue Services Coordinator reports to the Sports and Swimming

Centre Manager and works closely with other Sports and Swimming

Centre staff, Swim School Staff, PE Staff and Sports Staff, and Property

Services. Ultimately responsible to the Principal via the Director of

Corporate Services.

**_Position Objective: _**

The Venue Services Coordinator is responsible for delivering administrative tasks related to private-hire
operations. The Venue Services Coordinator provides a high level of customer service (internally to
Westminster staff and externally to hirers) to support the effective operations of the schools private-hire
functions including but not limited to:

- Westminster School in respect of its curricular and co-curricular programs;
- The WestSwim Swim School program (attended by 800+ swimmers);
- Other private hire clients using the SSC and other facilities outside of times required by the school.

**_Key Responsibilities: _**

**1. Swim School & Court Hire**
- Support the delivery a successful swim school program.
- Establish a personal profile amongst the Swim School’s clientele.
- Assist with the creation of documents that support the programs for swimming instructors and customers.
- Support the maintenance the Swim School CRM system to ensure that customer records are kept up to date,

customers are enrolled correctly and kept informed of lesson enrolments and account status details.
- Assist with and coordinate the ordering and sale of merchandise stock including liaising with suppliers and

raising purchase orders and submitting invoices for payment.
- Assist with the administration in recruiting of new staff members.
- Coordinate updates of all calendars within the Sports and Swimming Centre.
- Assist with the booking and coordination of court bookings changes throughout the year.
- If required, assist with any other duties that may be required within the sports and swimming centre to

support school and private hire use.

**2. Venue Hiring**
- Coordinate communications with hirers in respect to all bookable spaces on the schools campus including the

Sports and Swimming Centre.
- Venue calendar management to ensure that all tentative and confirmed bookings are entered into the relevant

Westminster calendars.
- Assist with and coordinate raising purchase orders for cleaning, catering and other external vendor support

and submitting invoices for payment.
- Attend meetings and site visits with potential new or existing hirers, documenting meetings as appropriate.
- Liaise with Westminster staff to ensure that venues are available and that they are informed of private hire

bookings, this includes MMC, property, music, sports and PE staff.
- Ongoing communication with hirers to ensure that any changes in requirements are understood and rates

adjusted if needed.
- Ensure that events are staffed according to requirements. This includes the rostering of front-of-house staff.

Liaising with the Sports and Swimming Centre Manager to schedule Sports Centre Attendants if required.
- Ensure that staff rostered to events are informed of their responsibilities and aware of the event order.
- Prepare updates of forthcoming event documents and arrange for the timely distribution to all staff and

providers of event services.

**3. Finance processes**
- Process billing, purchase orders and invoices as required.
- Assist with the processing of staff timecards as required.

**4. Administrative Duties**

Provide general administrative assistance, including:

- Collation of insurance documentation, facilitation of risk management documentation and any other

documentation as required to finalise bookings.
- Produce signage as required, such as door signs.
- General Word processing, Excel document creation and updates, photocopying, etc.
- Ensure that all venues and equipment is properly maintained and monitored, engaging Property Services to

report and rectify defects.

**5. Other Responsibilities**
- Administrative support to the Head of Commercial Operations and Marketing, and Sports and Swimming

Centre staff as required.
- Undertake continuous process improvement projects as required in agreed time frames.

**_Key Selection Criteria: