Job Description: Events & Marketing Coordinator

Transcription

1 Purpose of the Post Job Description: Events & Marketing Coordinator This post will fulfil the day-to-day functions associated with the delivery of conferences and events, including taking a lead on the delivery of the annual SDRC conference and all Resource Centre Openings. The post will deliver all administration duties to support the team, including the coordination of information fulfilment, memory bus logistics and supporting local engagement logistics, whilst taking a lead on generating content for internal communications and relevant event marketing materials. The role will be 35 hours per week. The role will be based in Oxford Street, Glasgow but some travel will be required to the National Office in Edinburgh for team meetings. Travel will be required throughout Scotland to participate in the delivery of all scheduled events. Work Responsibilities Events coordination Effective co-ordination of all incoming telephone and queries, ensuring all queries are responded to promptly and appropriately. This includes monitoring all public folders for the team (info@alzscot.org, externalevents@alzscot.org, conference@alzscot.org, SDRC@alzscot.org, sda@alzscot.org) Deliver all event administration tasks, such as but not exclusive to: producing delegate information; processing invoices; acquiring event cash floats and ensuring all event materials are available when required Liaise and coordinate with external suppliers regarding the production of event materials such as name badges and signage Work with the Conference & Events Manager to produce an events logistics plan, bespoke to each national/annual event to be delivered, whilst ensuring that each task on this plan is completed within the agreed timeframes Assist the Conference & Events Manager with all national/annual events by taking a lead on the creation, production, coordination and delivery of all exhibition areas for national/annual events. Support the Conference & Events Manager, by drafting marketing copy for all event s and event website. Aiding the curation of imagery and multimedia to promote the national event(s) Attend all events and support the relevant Manager in their delivery, including the set-up and wrap-up elements, and acting as a main point of contact on the event day Specifically lead on the delivery of the annual SDRC conference, with support from the SDRC Officer, including the programme formation, logistics planning, marketing, delivery and post-event evaluation Specifically lead on the delivery of all Dementia Resource Centres openings, with support from the Head of Communications and Events, including leading locality group meetings, coordinating event logistics to be delivered, providing branded materials to market the event and coordinating comms support for internal and external coverage on the day Respond to all enquiries regarding organisational attendance of third party events, including the coordination of all materials, literature and personnel to attend the event

2 When required, participate in the process of preparing budgets with the Conference & Events Manager, including coordinating and sourcing proposals from external suppliers and making recommendations with regards to any event deliveries Actively identify areas to further promote events and/or increase event efficiency Internal Communications Support the Communications Manager and the Head of Communications & Events to deliver an annual calendar of internal communications, by proactively managing the internal calendar of stories for sharing with staff To forward plan a rolling cycle of varied content that showcases all that the organisation is involved, across Scotland, including the dissemination of national messaging to all staff To post daily content on ALIS and Yammer, whilst ensuring internal stories and experiences are shared with the wider communications team, for external communications, as and when relevant Proactively source content for publishing and encourage collaboration and cross referencing of information for staff To coordinate relevant meetings to support the production of videos and online surgeries, for the dissemination of internal communications To undertake the production of video content, imagery and audio for use across internal platforms To coordinate fortnightly postings into a fortnightly e-newsletter, to be circulated to all staff To support staff confidence with the use of internal platforms (ALIS and Yammer) for sharing their stories Team Coordination Provide support to any other team project plan, as and when relevant e.g. setting up meetings, taking actions from team meetings Work with the Information Manager and the Design & Print Manager on requests for information materials and support the Information Manager in the stock control of information materials and processing fulfilment orders To coordinate all enquires, bookings, including transport logistics, for the two memory buses; one based in Glasgow and the other based in Edinburgh Review administrative processes and procedures to ensure they remain effective and efficient Work co-operatively with other staff to ensure effective and efficient administrative support is provided to all aspects of daily work tasks Develop key partnerships both internally and externally to promote the work of the Communications & Marketing team Other Ad-hoc office reception support, including answering the door; answering the telephone; co-ordinating the meeting room calendars and communication of relevant building information to all staff. General Present the organisation professionally in all communications Participate in staff meetings, training and development and supervision when required

3 Promote a positive working relationship between all departments and team colleagues All other relevant tasks as required Health and Safety Be aware of and comply with safe working practices as instructed and in accordance with organisational policies and procedures e.g. fire evacuation procedures, data protection Report any defective equipment to the manager Act in a calm and professional manner when responding to an emergency Quality Control Implement the aims, objectives, policies and procedures of Alzheimer Scotland Participate in a variety of quality monitoring methods to ensure organisational satisfaction with the department. The responsibilities are to be carried out according to Alzheimer Scotland s standards, policies and procedures as described in the organisation s manuals. Accountability This post will be line-managed by the Conference & Events Manager. Salary and Grade The post is graded at scale points 21 to 24, please see advert for further details. This job description is open to review by the organisation at any time and was last reviewed in May 2018.

4 Conference & Events Coordinator Person Specification The following criteria will be used in shortlisting candidates and in appointing the successful applicant. Please note that the competencies are not ranked in priority order. Professional attitudes and values Essential Desirable Understanding of and empathy with the organisation s aims and values To be reliable and transparent in all work procedures IT High standard in Microsoft Office package (Word, Excel, Access, PowerPoint), and internet/intranet usage Experience of using event software, such as Eventbrite, Mailchimp and Raisers Edge Event experience Experience of establishing and maintaining general office procedures to ensure longevity of efficient systems Experience of delivering events Experience of delivering marketing and logistic events plans Marketing experience Experience of drafting engaging content/copy for various channels; including internal and external audiences Clerical Good interpersonal communication and telephone skills Experience of establishing and maintaining a contact database High level of organisational skills & ability

5 Ability to manage own time and to organise tasks and work load in priority of pending deadlines Ability to multi-task at a fast pace Ability to work across multi-disciplines Experience of petty cash systems and banking procedures Personal qualities Ability to be adaptable and work as part of a busy team Ability to forward plan and use initiative