JOB DESCRIPTION. Job Details. Job Title Events Coordinator. Position Number. Academic / Service Unit Business School.

Transcription

1 Job Details Job Title Events Coordinator Academic / Service Unit Business School Position Number Effective Date Faculty / Central Services HaSS Grade D Vacancy Ref B80719C Main Purpose To act as the first point of contact and co-ordinator for all aspects of event administration and support providing a high level of customer service for the School s students and other key stakeholders. The role will require a good understanding of channels, audiences and the differences between their needs, interest and engagement to deliver both internal and external events. The post-holder will liaise with multiple stakeholders internally and externally, to operationalise a range of events that support the School s strategic objectives The successful candidate will have events management experience with proven ability to plan and organise effective student facing events, academic seminars and corporate events. The post holder will need to be able to adapt to changing environments, deal with demanding requests and have the ability to build relationships with a wide variety of stakeholders. This position requires an excellent organiser who can work both in a team as well as independently. Accurate writing and editing skills, with attention to detail combined with excellent interpersonal skills is necessary. A flexible approach to working hours will be required as the post-holder will need to work outside normal office hours and travel nationally on occasion in connection with events. Main Duties and Responsibilities 1. Plan logistics for the all events activities. This will include setting up a network of relevant internal and external contacts to execute plans; inviting speakers creating, managing and executing an extensive delivery plan; and, overseeing all arrangements e.g. venue, signage, speakers, staffing, catering, visitor facilities and volunteers as well as organizing logistics including booking flights, hotels, facilities, catering etc. as required 2. Research and select appropriate venue for events 3. Assist event lead to identify contact details for target audience for all events 4. Take account of statutory health and safety and environmental legislation in running events Page 1 of 5

2 5. Recruit, oversee and support the work of events ambassadors, ensuring agreed policies and procedures are followed and quality of service maintained. 6. To deliver best practice in event management through comparator and competitor analysis and to implement those practices in conjunction with relevant teams to ensure the School utilises all opportunities for and from these activities. To liaise with other key support staff in the Faculty and the University where appropriate. 7. Draft all event materials, ensuring that information is consistent and accurate. Provide editing and layout support; liaise with external designers and suppliers in conjunction with the Marketing and communications team. Coordinate or commission posters, display stands and other publicity materials as appropriate. 8. Liaise Marketing and communications team to ensure that full, accurate information about the events is included on the website. 9. Create an annual work plan for the School s events, working with the Head of External Relations 10. Update corporate database with events related activities 11. Coordinate events related finances including monitoring of expenditure, coordinate requisitions, and check invoices against delivery notes 12. Deal with complex telephone and enquiries relating to events 13. To undertake any other duties as appropriate to the level of the post as determined by the Head of External Relations. Dimensions The post-holder will be managed by the head of External Relations and sit within the External Relations team. The post-holder will work closely with the Marketing and Communications, Research, Programme and External Relations teams to deliver a range of events. The post-holder does not manage a budget, but will have responsibility for recording and monitoring the budget/expenditure for the identified event/visit, and will be required to provide the data as required for internal and external financial reporting. Staff: Supervision of events ambassadors during events Internal Customers: Wide range of individuals across the University External Customers: Corporates, Alumni, Partners and stakeholders Planning and Organising The post holder is expected to be a strong self-starter, work with minimal supervision and determine his/her priorities with reference to only broad guidelines Monthly, weekly and daily action plans are a feature of the role, and where pressure of deadlines on the post holder at key times in the cycle can be significant. Plan and prioritise own work activities to ensure operational efficiency End to end planning of all Business School events and associated administrative tasks to meet agreed timescales Page 2 of 5

3 Decision Making The post holder is expected to liaise closely with the Head of External Relations in the operationalisation of strategic decisions by the School s Senior Management Team. Within the parameters of the coordination of events activities, he/she will be responsible for forming frameworks, reporting back on progress at intervals. Use own initiative on events related decisions, including production of promotional materials and communications surrounding events working with the marketing and Communications team The post holder decides on issues to be brought to the attention of the Head of External Relations Internal and External Relationships The post holder must be able to manage a wide and complex set of relationships with contacts in the Business School, the University and external organisations at all levels, within a dynamic external environment, in which an awareness of cultural, social and political sensitivities is key to establishing and maintaining good relations. Liaison requiring tact, diplomacy and excellent communication and customer relationship management skills Other Relevant Information Must be equally comfortable working as part of the team as well as individually The nature of the role is such that it may take place outside of UK office hours from time to time. The post holder will need to adopt a flexible approach to working hours and be prepared to travel nationally as part of the role School Newcastle University Business School has a vision and mission that are appropriate for higher education of management and consonant with the vision and mission of Newcastle University:- The School vision is: Our vision is to be an internationally excellent business school known for our academic ambition, distinctive community and influence in building a responsible future for both business and society globally. The School mission is: Through vibrant collaboration, we drive excellence in teaching and research to create opportunity for our students, staff and partners. We inspire new global perspectives that contribute to and shape a responsible future for both business and society. Page 3 of 5

4 Person Specification Knowledge (inc. qualifications) Good level of general education, including Mathematics and English Language GCSE or equivalent. Knowledge of event management within a large organisation Desirable Experience working in higher education Skills (professional, technical, managerial, practical) Competent in the use of Microsoft package, the Internet and other database systems A strong team player with the ability to develop and maintain productive working relationships both within the School and the university Good communication skills including the ability to negotiate and to influence both customers and service providers. Sound numeracy skills to compile and interpret statistical and financial data Strong attention to detail The ability to work to tight deadlines and balance priorities while working on a range of projects simultaneously A positive attitude to problem solving and a helpful, friendly and customer-focused approach Experience and Achievements (paid or unpaid) Experience working in a customer-focused environment Experience of organising successful events Attention to detail Understanding of administrative systems and experience in record keeping The confidence to interact with people at all levels Other Desire and ability to work unsocial hours Behaviours (Success Factors) Communicating Uses clear, concise and accurate communication, tailoring the encouraging a two way communication process. approach accordingly and Projecting Confidence Projects a positive attitude through personal confidence and enthusiasm in order to achieve organisational success. Inspires the trust and confidence of others. Team-working Works collaboratively with others, plays a positive role in teams and establishes and grows relationships across the organisation where different skills, expertise and opinions are valued. Page 4 of 5

5 Planning & Organising Manages time and resources by prioritising and organising effectively. Delivering Services Works continually towards achieving success through understanding and meeting or exceeding the expectations of the area and other stakeholders. Signatures: Signature Name in Capitals Date Job Holder: Manager: Head of Unit: Page 5 of 5