Job description
Department:
Accommodation and Hospitality
Location:
Exion, Hollingbury
Job title:
Conference Sales Executive
Grade:
5
Post number:
CA5133
Responsible to:
Conference Office Manager
Main area of
responsibility:
1. Responsible for proactively securing, attending and converting sales leads
through one to one appointments, showrounds and speculative telephones calls,
emails and presentations to deliver agreed sales targets. (60%)
2. Actively participate in developing, promoting and marketing the university’s
residential and non-residential facilities and services with the aim of improving
income and enhancing reputation. (15%)
3. To manage, co-ordinate and administer conference office residential and nonresidential business, including conferences, courses, meetings, self-catering
summer accommodation and language school bookings. (15%)
4. To work elsewhere in the Accommodation and Hospitality Services Office, as
appropriate. (10%)
Specific duties:
1. Responsible for proactively securing, attending and converting sales leads through one to one
appointments, showrounds and speculative telephones calls, emails and presentations to deliver
agreed sales targets.
1.1 To identify and develop sales and marketing activities to optimise internal and external sales by
defined market sector. Implement annual sales strategy, forecast sales output and measure
conversion against target.
1.2 Responsible for the delivery of new business sales targets.
1.3 To prospect by telephone, email, trade shows and one to one appointments new sales leads to
converted sales.
1.4 To contribute to the effective marketing of the event management services and offer ideas and
suggestions which aims to continually develop and improve the range and effectiveness of the event
management services.
1.5 Research competitor universities and service providers to ensure the latest thinking is applied to the
range of services.
1.6 Effectively manage own time to ensure the delivery of the agreed sales targets.
1.7 Negotiate prices to secure new business and ability to evaluate and yield management to optimum
return.
1.8 Develop and manage systems for forecasting, analysing and evaluating business activity.
1.9 Manage the CRM system on KX to ensure effective, timely and professional account management of
key clients and prospects.
2. Actively participate in developing, promoting and marketing the university’s residential and nonresidential facilities and services with the aim of improving income and enhancing reputation. (15%)
2.1 To assist the Conference Manager in the development of new marketing opportunities by developing
and drafting promotional material, brochures and other relevant correspondence. Carry out market
research using the internet, industry contacts and other methods as necessary, in order to expand on
potential market opportunities.
2.2 To contribute towards achieving financial targets by developing and converting potential sales
enquiries and opportunities.
2.3 To effectively manage enquiries to include telephone, written and personal enquiries. Gather
appropriate information from client and identify and assess suitability of various university facilities.
2.4 Collate operational and financial information as required.
2.5 To carry out site visits and tours of the university’s facilities and services with potential customers
with the aim of contracting the business.
3. To manage co-ordinate and administer conference office residential and non-residential business,
including conferences, courses, meetings, self-catering summer accommodation and language
school bookings
3.1 To co-ordinate and administer conference office events and bookings by preparing contractual
information, booking forms and confirming operational and financial arrangements to a required
standard and procedure.
3.2 To formulate an operational and administrative action plan for more complex residential and nonresidential conference office events from preparing contractual information through to closure of
account, ensuring all aspects of the booking are addressed and arranged up to and during event.
3.3 Liaise closely with a wide range of staff within the University to ensure people are briefed and in
agreement with various bookings. Ensure that the terms of the contract are fulfilled.
3.4 To provide an on-the-day operational support service to the client where necessary, trouble-shooting
any problems that arise.
3.5 To maintain and update accurate records of residential and non-residential bookings using the current
systems in place, and advise on the development and improvement of these systems.
3.6 To produce reports, as directed by Conference Manager.
3.7 To undertake client and customer evaluation surveys after each booking, evaluate and disseminate
feedback to relevant colleagues. Advise and recommend on current conference office procedures to
improve service standards.
3.8 To assist the Conference Manager in the supervision of temporary staff where necessary, including
the allocation of activities and ensuring required standards are met.
4
To work elsewhere in the Residential and Catering Services Office, as appropriate.
4.2 To keep up to date with information, systems and procedures.
4.3 To assist in projects as required.
4.4 To support with client and operational liaison in the summer onsite as required.
Selection criteria:
The criteria below indicate the qualities that are needed to do the job well.
Candidates for the post will be selected according to the extent to which they satisfy
them, and their evidence of potential for developing the rest further. Most of the
criteria must normally be met in order to qualify for selection.
Person Sought
















Substantial and demonstrable experience in a sales role in either a commercial or educational
environment
A good degree or equivalent
Ability to work as part of a team
Understanding of the role of the web and social media in generating sales
High level of interpersonal/communication skills at all levels
Ability to create and build excellent working relationships both internally and externally
Sales and negotiation skills, to ensure maximum financial yield and to convert business
Excellent organisational and planning skills
Understanding and experience of planning and delivering a sales plan
Financial skills, to set sales forecasts and monitor sales income; ability to plan expenditure and
monitor results for sales/marketing projects
Ability to produce and implement operating procedures
In depth understanding of the conference services market including pricing structures, yield
management, competition and trends
Awareness of relevant legislation and its application to conferencing/hospitality, e.g. Disability
Discrimination Act, Child Protection, Health and Safety issues for events.
IT literate – e-mail, Internet, MS Office
Experience of operating and developing databases for room bookings to produce management
information and reports
Knowledge of Kinetics bookings system an advantage
Special Conditions

Currently, the working week for this position is normally Monday to Friday but where on occasions
when business dictates, the postholder can be required to work any five days within each seven day
period (Monday to Sunday). Where this flexibility is required for events during weekends and a
change in the working week is necessary, the postholder will be provided with as much notice as
practicable. In addition, the demands of the service will also require extra hours of working from time
to time for which time off in lieu or payment will be made according to the university remuneration
arrangements for staff.

The post holder may be required to work at other university sites from time to time according to the
needs of the service.

The post-holder will be required to attend relevant training courses related to the duties of the post
as directed by the Director of Commercial Services