University of Sunderland Role Profile Part 1

Transcription

1 University of Sunderland Role Profile Part 1 Event Coordinator Job Title: Reference No: Reports to: Grade: Working Hours: 37 Faculty/Service: Location: Main Purpose of Role: Event Coordinator NEW407 Commercial Facilities Manager C Enterprise and Innovation Hope Street Xchange To provide a high-quality, customer and business focused offering to the conference and events market. To help develop areas of growth and profitable revenue streams from new and existing areas of the University as directed by the Commercial Facilities Manager. Oversee all aspects of event planning and management, including internal and external events, with experience of planning exhibitions and large business to business events. To undertake day to day management of the event team activities and finances to ensure income and costs are correctly accounted for. To represent the Commercial Facilities Manager at internal and external meetings and events as required. Key Responsibilities and Accountabilities: Overview Of The Role The Enterprise and Innovation Directorate provides the focal point for activities that maximise the economic and social impact of the University of Sunderland. The Event Coordinator will play a key role in supporting the Commercial Facilities Manager in developing and delivering the Directorate s commercial portfolio. This role requires someone who is outgoing, self-motivated, hardworking and commercially-minded and has a proactive approach to work. The Event Coordinator will support the Commercial Facilities Manager in delivering a wide range of corporate and commercial events. This will include working with customers to design and scope bespoke events to maximise customer satisfaction, achieve strong revenue and profit as well as repeat business. The Event Coordinator will oversee the process from the planning stage, right through to running the actual day itself and post-event evaluation. This role is very hands on and often involves working as part of a team and with members of staff from throughout the University, but may be required to work autonomously. The role is very demanding with high level KPI targets which must be met. It will require excellent project management skills and will often be required to work flexibly as client requirement s demand.

2 Responsibilities/key duties Liaise with clients to identify the exact event requirements, suggesting opportunities for up selling and maximizing profitability. To support effective working relationships with internal and external stakeholders. Produce detailed proposals for events, co-ordinating timelines, venues, suppliers, legal obligations in line with University of Sunderland Policy, staffing and budgets. Ensure a positive client and delegate experience at all times. Liaise with the Commercial Facilities Manager and the client to negotiate prices and charges when applicable to maximise profitability. Manage and coordinate all event logistics. Oversee all pre-event planning, such as guest speakers and delegate packs. Organise facilities for car parking, traffic control, security, first aid, hospitality, room bookings and the IT/media if applicable. Coordinate suppliers (both internal and external), handle client queries and client liaison/issue resolution on the day of the event to ensure smooth operational delivery, within budget. Ensure insurances, legal, health and safety obligations are followed in line with the University of Sunderland protocol and procedures. Ensure the communications of all events are cascaded to the relevant departments within the University of Sunderland. Oversee the set up and dismantling of the event venue efficiently. Coordinate and produce post event evaluation feedback to inform and improve on for future events. Deal directly with any issues if applicable Support the implementation of the event marketing strategy and work with the Marketing service to produce promotional material for the event portfolio to ensure maximum return on investment, improving year on year. Develop case studies and media content and manage the event website content in line with University of Sunderland guidelines. Support the promotion of events at the University across a range of channels including telephone and various social media streams including an analysis of source promotion. Attend networking events to promote the full range of University products and services and ensure follow up to sales leads. Provide information for the monthly reporting of key event performance and statistical metrics. Conduct research into opportunities for new clients and development of bespoke events. Work flexibly to meet event and client requirements. Special Circumstances: The role holder is required to have a flexible approach to working arrangements and will be expected to coordinate event outside of normal working hours, specifically the ability to travel and attend event locations as and when required. The ability to take flexi-time may be restricted at certain times dependent upon business demand.

3 University of Sunderland Role Profile Part 2 Part 2A: Essential and Desirable Criteria Essential Qualifications and Professional Memberships: Educated to HND level in event management, hotel or catering management, or possess significant relevant professional experience within a similar role. Knowledge and Experience: Demonstrate organisational skills and attention to detail. Excellent communication and interpersonal skills. Excellent time-management skills and the ability to work under pressure to ensure the efficient running of an event. Experience in project management with the ability to demonstrate some key skills in this area. Problem-solving skills such as diplomacy whilst ensuring maximum profit is achieved. Sales and marketing skills to promote the event and attract new custom. Have a flexible, target-driven, proactive approach to work. High level administration and IT skills. Be self-motivated and enthusiastic towards work. Work well as a part of a team taking the lead when required. Desirable Qualifications and Professional Memberships: First degree Knowledge and Experience: Previous experience of work in Higher Education and/or the hospitality industry in an Event focused role. The ability to negotiate when looking for the best prices from suppliers and contractors. The ability to manage budgets such as event budgets, targeting the maximisation of profit for Enterprise and Innovation.

4 Part 2B: Key Competencies Competencies are assessed at the interview/selection testing stage Service Delivery The role holder is required to deal with internal or external contacts where the service is usually initiated by the role holder, working within the organisation's overall procedures or policies OR proactively seek to explore and understand customers' needs; adapt the service accordingly to ensure the usefulness or appropriateness and quality of service (content, time, accuracy, level of information, cost). Communication Oral The role holder is required to, understand and convey straightforward information in a clear and accurate manner and the role holder is required to, understand and convey information which needs careful explanation or interpretation to help others understand, taking into account what to communicate and how best to convey the information to others. Written The role holder is required to, understand and convey straightforward information in a clear and accurate manner and the role holder is required to, understand and convey information which needs careful explanation or interpretation to help others understand, taking into account what to communicate and how best to convey the information to others. Knowledge and Experience The role holder is required to apply working knowledge of theory and practice, sharing this knowledge with others as appropriate; demonstrate continuous specialist development by acquiring relevant skills and competencies. Decision Making Processes and Outcomes Take independent decisions is a requirement and has a minor impact. The role holder is required to be party to some collaborative decisions; work with others to reach an optimal conclusion that have a moderate impact. The role holder is required to provide advice or input to contribute to the decision-making of others that has a moderate impact. Planning and Organising Resources The role holder is required to plan, prioritise and organise their own work or resources to achieve agreed objectives and it is an important requirement to plan, prioritise and organise the work or resources of self and others within own area on a daily, weekly or monthly basis; plan and manage small projects, ensuring the effective use of resources; receive information from and provide information to others to complete their planning; monitor progress against the plan. Work Environment Date Completed: August 2017 The role holder is required to work in an environment which is relatively stable and has little impact on the role holder or the way in which work is completed; be aware of health and safety procedures and reports concerns to others and it is an important requirement to understand how the work environment could impact on their own work or that of colleagues and act accordingly; identify the level of risk and take any necessary local action within health and safety guidelines where applicable, to adapt the environment.

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