The work undertaken by The James Hutton Group is right at the top of the global agenda when it comes to tackling problems such as the impact of climate change and threats to food and water security. We are seeking a skilled and motivated Venue Services Manager to oversee the effective delivery of our venue services and provide exceptional support for all who engage with us. Whether through phone, email, or in-person visits, you will play a crucial role in creating a welcoming and professional first impression for our diverse audiences. Our new facilities in Dundee and Aberdeen serve as hubs for meetings, workshops, and conferences, catering to both internal and external stakeholders. As the Venue Services Manager you will ensure smooth operations across all points of contact, whether online or in-person, helping visitors and staff achieve their goals. You will also manage front-of-house services, supporting colleagues and tenants to ensure the smooth running of daily activities. We are looking for candidates with previous relevant experience, which could include a combination of formal qualifications or significant practical experience in similar roles. This position is based at our campus in Invergowrie, near Dundee. More information on the detail of the post and the post holder can be found below in the job description. Main purpose of job To manage and oversee venue services across both sites, ensuring a professional and welcoming first point of contact for all external visitors. Additionally, you will provide a high-quality reception service for colleagues and tenants, fostering a positive and efficient work environment. Main duties of postholder Team leadership and management Oversee and manage a team of Venue Services Coordinators, split between the Dundee and Aberdeen sites. Set objectives, manage performance, and handle recruitment as necessary to ensure smooth operations and high standards of service. Event and room booking coordination Establish and maintain high standards for room bookings, from initial inquiries and layout demonstrations to formal confirmations and invoicing. Act as the primary point of contact for clients during events, ensuring all Venue Services Coordinators are fully briefed and prepared to deliver key information and messages. Confidently represent the new facilities and available spaces during both on-site tours and external meetings/events. Visitor and reception services Provide a welcoming and professional first point of contact for all visitors, colleagues, and contractors. Manage access cards and provide visitor information while directing guests to the appropriate room or host. Answer and direct phone calls and inquiries for both Dundee and Aberdeen sites, ensuring a helpful and professional response. Monitor emails, responding to or forwarding queries to the relevant team members. Health, safety, and emergency support Provide health, safety, and welfare instructions and inductions for visitors. Serve as the first point of contact for first aid and emergency situations, including activating alarms and providing defibrillator assistance when required. Mail, shipping, and logistics Receive, sort, and distribute mail and samples, including handling shipments outside the UK by completing customs forms and arranging collections. Coordinate transportation arrangements for staff and visitors as needed. Clerical and administrative support Assist colleagues with clerical tasks, including photocopying, printing, laminating, data entry, document preparation, purchase orders, and managing stationery supplies. Provide support for tenants according to their agreements. Manage merchandise including handling financial transactions and demonstrating a clear understanding of the available products. Promote and facilitate donations for selected fundraising campaigns, encouraging visitors to participate. Qualifications/Skills/Knowledge Essential Qualifications Minimum HND/NVQ/SVQ level 3 or equivalent professional qualification. Essential Skills Strong interpersonal and communication skills to work with a wide range of stakeholders High standard of written and verbal communication skills. Ability to organise own work effectively, prioritising competing workloads and working to tight timescales. Good computer/software literacy essential. Good attention to detail and accuracy. Creative, proactive, flexible and able to work to agreed deadlines. Strong project management and organisational skills in order to manage multiple bookings and demands simultaneously. Essential Experience Proven track record of providing customer services and managing people. Experience of working within/or for a similar working environment Desirable Experience Venue support services experiences. Additional Notes and Requirements This post is based at our Dundee site due to the requirement to cover reception services duties as well as manage the other venue co-ordinators. The post holder needs to be on site five days a week and will stagger timings so that there is a smooth cross over with the venue services co-ordinator and that reception is manned between 8am to 6pm Mon - Fri. The postholder will need to travel to our office in Aberdeen one day a week. This role does not attract a certificate of sponsorship. Benefits Offered Employee Assistance Programme (EAP) - A confidential service available to support employees and their families with work or personal problems. Providing access to professional counsellors, psychologists, and work-life consultants available to help and support individuals in tackling all types of problems. Annual Leave – Generous entitlement up to 40.5 days a year, with carry over possible and guaranteed time-off for Christmas. Pension - Employer Contribution of 15% in a Personal Pension Plan and employee contribution flexibility. Self-managed hours and Flexible Working – option to manage and spread your working time in line with organisational needs to create a healthy work life balance. Our Commitment to Equality and Diversity We will not consider the use of 3rd party recruitment agencies for the sourcing of candidates for this position. The James Hutton Institute is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. The James Hutton Institute is a: Stonewall Diversity Champion; Athena SWAN Bronze Status Holder; Disability Confident Committed Employer and a Living Wage Employer. The James Hutton Institute is Happy to Talk Flexible Working. The Company The James Hutton Institute combines strengths in crops, soils and land use and environmental research, and makes a major contribution to the understanding of key global issues, such as food, energy and environmental security, and developing and promoting effective technological and management solutions to these. James Hutton (1726 – 1797) was a leading figure of the Scottish Enlightenment, an eighteenth century golden age of intellectual and scientific achievements centred on Edinburgh. He is internationally regarded as the founder of modern geology and one of the first scientists to describe the Earth as a living system. His thinking on natural selection influenced Charles Darwin in developing his theory of evolution. Our Values We respect and value our people and the people we engage with We want to make a difference We strive to be excellent in everything we do We lead by example We foster creativity and innovation Documents