Clio Enterprises Ltd, a subsidiary of The British Academy – the UK’s national body for the humanities and social sciences - is seeking a Venue Systems and Business Administrator to join our Venue Sales Team in the Resources directorate, providing key support in the delivery of financial and systems administration.

ROLE PURPOSE / OVERVIEW

We are looking for a highly organised and detail-focused Venue Systems and Business Administrator to support the smooth running of our venue hire business. Working as part of the Clio Venue Sales Team, you will provide essential administrative, financial, systems and reporting support, helping to ensure accurate data, efficient processes and excellent service for clients and colleagues.

In this role, you will help maintain the venue booking and event management system, issue invoices, monitor payments, support financial reconciliations, prepare reports, and contribute to improvements across booking, sales and operational workflows. You will also support good data management practice, including GDPR compliance, accessibility reporting and accurate client and event records.

The ideal candidate will be confident working with systems, data and administrative processes, with strong attention to detail and the ability to build effective relationships across teams. Experience in events, finance, administration or business support would be beneficial, although we also welcome applicants with transferable skills and a proactive approach to learning.

You will act as a contributing member of the hard-working 12-person Hospitality team and this is an excellent opportunity to play a key role in supporting the operational, financial and data-driven success of a busy London venue while working within a collaborative and values-led organisation.

The Academy offers 34 days of annual leave plus Bank Holidays and other excellent benefits for this role, including paid overtime and an excellent pension scheme, all in one of the best locations in London.

If you want to find out more about the venue visit: www.10-11cht.co.uk

OFFICE LOCATION - 10-11 Carlton House Terrace, St James Park, London, SW1Y 5AH

KEY RESPONSIBILITIES

1. Administrative Support

• Provide administrative assistance to the Head of Department and Managers

• Issue final invoices for all external events, ensuring accurate entry of consumption data.

• Monitor payments, manage credit control and ensure deposits are received ahead of event dates.

• Produce regular sales and performance reports as requested by management.

• Support the monthly, quarterly and year-end financial reconciliation processes.

• Support other departmental projects and initiatives, including work relating to sustainability and inclusion, as required and requested by management.

 2. Venue Management System Support

• Assist in maintaining the venue booking and event management system to ensure smooth day-to-day operation.

• Support configuration updates to reflect pricing, availability and business needs as directed by the Manager.

• Act as a first point of contact for system queries from internal users, escalating technical issues where necessary.

• Help maintain system documentation, user guides and training materials to promote confident and consistent use.

3. Business Support and Reporting

• Assist in preparing regular commercial and operational reports, including income forecasts, occupancy and conversion data.

• Support performance tracking and reconciliation processes in collaboration with the Finance team.

• Provide accurate data and reporting to inform commercial decision-making and client service improvements.

• Contribute to identifying and documenting process improvements across the booking and sales workflow.

• Report any building damage, defects, incidents and near misses to Facilities promptly and support actions to help maintain a safe and compliant working environment.

4. Data Management and Compliance

• Maintain accurate and secure client and event data within the venue’s systems and associated platforms.

• Support implementation of data retention and deletion processes in line with organisational policy and GDPR.

• Promote best practice in data handling and support compliance with data protection and accessibility standards.

 5. Accessibility and Inclusion

• Support the collection and reporting of accessibility and inclusion data within the venue booking system.

• Support wider departmental and organisational work relating to accessibility, inclusion and sustainability, as required.

Key Stakeholders

Internal:

Sales and Front of House teams, and other Academy departments including Finance, Facilities, IT, HR, Governance, the Senior Management Team, and the CLIO Board

External:

Venue system supplier(s), other event suppliers (cleaning, security, caterers, etc.), external clients, industry partners, auditors, and consultants

ROLE REQUIREMENTS

QUALIFICATIONS

• A university degree in a relevant area such as business administration, event management, information systems or data analysis is desirable but not required.

• We welcome applicants with equivalent professional experience and transferable skills.

WORKING RELATIONSHIPS

Works and communicates effectively

• Builds and maintains effective working relationships across teams, including commercial, finance, IT and operations

• Communicates clearly and professionally with internal and external stakeholders, including suppliers and clients

• Confident in delivering training and guidance to colleagues at all levels

• Demonstrates diplomacy, approachability and the ability to manage expectations

KNOWLEDGE AND SKILLS

Demonstrates and develops appropriate knowledge and skills

• Applies knowledge of booking systems, data governance, event industry trends and reporting tools

• Keeps up to date with changes in relevant legislation and best practice (e.g., GDPR, procurement, accessibility)

• Identifies opportunities for learning and development, both personally and within the team

• Uses data and technology effectively to inform decision-making and improve processes

PROACTIVITY AND PLANNING

Manages time and resources effectively in order to achieve own and organisational objectives

• Plans and prioritises workload effectively, particularly across complex or competing projects

• Works independently and takes ownership of workstreams, while collaborating as part of a wider team

• Identifies resource requirements and timelines for implementation and delivery

• Anticipates future system and business needs and suggests improvements

PROBLEM SOLVING AND DECISION MAKING

Ensures good decisions are made through a rational and methodical approach

• Analyses data and operational performance to support evidence-based decisions

• Responds calmly and constructively to unexpected challenges

• Identifies root causes of problems and develops appropriate solutions

• Balances organisational priorities with operational feasibility

WORKPLACE VALUES

The Academy’s workplace values and supporting text are set out below. We share these core values with each other. They guide how we work together and with others. We demonstrate them through our behaviours.

COLLABORATION- We consistently work together to a common purpose, supporting each other, communicating openly and sharing knowledge. We are flexible and adaptable, receiving feedback constructively

CREATIVITY - We bring imagination and curiosity to our work, valuing learning, diverse thinking, and innovation. We are open-minded, receptive, and responsive, taking account of alternative perspectives

EMPATHY-We are understanding, sensitive, compassionate, and considerate, mindful of our own wellbeing alongside that of others

EXCELLENCE - We always do our best, without striving to be perfect, applying our expertise and experience to develop and grow

INTEGRITY - We are open and honest with each other, accepting personal responsibility and demonstrating loyalty. We are reliable and dependable, having belief that we will be transparent and clear

RESILIENCE - We are confident, bold, and tenacious, knowing when to listen as well as when to speak up. We respond positively to challenges and overcome problems

RESPECT - We are inclusive in our regard for each other, showing courtesy and appreciation. We treat people fairly and equally, welcoming everyone’s contribution and difference

APPLICATION PROCESS

We have a two-step approach to hiring, beginning with submitting an application through the Applied platform. This will be followed by a panel interview and may involve a task component.

Please note that we use AI screening software to identify responses that have been copied from AI sources and are not your own work. Such applications may not progress to the next stage.

The deadline for applications is 12:00 noon on 4 September 2026, however, we may close this role sooner if we receive a high volume of applications.  In these circumstances we will give those who have shown interest 24 hours notice of the change of deadline.

Interviews for this role are currently scheduled for 17 September 2026 but this may be subject to change.