Events and Exhibitions Administrator

Job Title: Events and Exhibitions Administrator

Accountable to: Events Team Leader

Contract Length:1year contract Hours per week/FTE:35 Weeks per year:52

Salary: £23,091–£27,226 pa Grade:2

Location: [Employer hidden], 20 John

College/Service:[Employer hidden] /

Princes Street, W1G 0BJ

Internal and External Relations

Purpose of Role:

To work within the Internal and External Relations department at [Employer hidden], specifically supportingthe activity of the Events Team, working on essential administration processes relating to the planning and execution of high-profile College events.

The Events Office manages a year-round programme of events, both within the College and at external venues. In addition, the team is responsible for the management of the events function within the Rootstein Hopkins Space (RHS), the College’s internal lecture and conference venue, as well as other high-profile ad-hoc projects.

The post will also support the wider Internal and External Relations team.

Duties and Responsibilities:

• Act as first point of contact for all enquiries from staff, students and other visitors to the Events Office and Rootstein Hopkins Space (RHS), handling correspondence by email, letter and telephone.
• Maintenance of the office’s financial systems, using the online requisition and budgeting system Agresso, processing of purchase orders, invoices, expense claims, new supplier set upsand payroll documentation in accordance with the University of the Arts London procedures.
• Support day-to-day activity within the RHS in conjunction with the Events Team and Resources Office, liaising with clients and guests where appropriate, audio-visual and facilities support.
• Support all aspects of the event management processes, including invitation mailshots, maintaining complex RSVP lists, telephone ring-rounds, guest liaison at day-time and evening events, typing up sign-in listsfor post-event distribution.
• General office maintenance tasks including ordering office supplies and maintaining archiving and filing systems, ensure that the Events office and RHS common areas are always tidy and presentable.
• Arrange meetings with multiple attendees and record resulting action points for circulation; arrange site visits at event venues for multiple internal and external attendees.
• Maintain the events database and mailing lists, researching new contacts under the guidance of the Events Coordinator, doing ring-rounds to update contact details and ensure listed contacts are appropriate, up-to-date and categorised correctly.
• Manage the Event’s Manager’s calendar, booking meetings as required and liaising with other staff members and supporting the Event’s Manager with administrative tasks.
• Support activity within the wider Internal and External Relations team, including preparation of contracts from templates, researching fundraising contacts and updating details held on record.
• Co-ordinate the booking of rooms, catering andcouriers as required, distribute post within the office.
• To perform such duties consistent with your role as may from time to time be assigned to you anywhere within the University.
• To undertake health and safety duties and responsibilities appropriate to the role.
• To work in accordance with the University’s Equal Opportunities Policy and the Staff Charter, promoting equality and diversity in your work.
• To undertake continuous personaland professional development, and to support it for any staff you manage through effective use of the University’s Planning, Review and Appraisal scheme and staff development opportunities.
• To make full use of all information and communication technologies in adherence to data protection policies to meet the requirements of the role and to promote organisational effectiveness.
• To conduct all financial matters associated with the role in accordance with the University’s policies and procedures, as laid down in the Financial Regulations.

Key Working Relationships: Managers and other staff, and external partners, suppliers etc; with whom regular contact is required.

• Events Project Coordinator
• Events Officer
• Development Associate
• Director of Internal & External Relations
• Events & Exhibitions Technician

Specific Management Responsibilities

Budgets: N/a

Staff: N/a

Other: Accommodationand equipment as appropriate

Signed Date of last review

(Recruiting Manager)

Job Title: Events and Exhibitions Administrator Grade: 2

Person Specification

Specialist Knowledge/ Has received formal training or education at post

Qualifications 16 level

Has significant experience of working within a marketing, communications or events-related function, with a sound understanding of the skills required to administrate the work of a Relevant Experience relationship-focused team

Has significant relevant experience in an administrative support role

Communicates effectively orally, in writing

Communication Skills and/or using visual media

Effectively delivers basic training or briefings to

Research, Teaching and support understanding or learning

Learning

Planning and Managing Plans, prioritises and organises work to achieve

Resources objectives on time

Works collaboratively in a team or with different

Teamwork professional groups

Student Experience or Customer Provides a positive and responsive student or

Service customer service.

Creativity, Innovation and Uses initiative or creativity to resolve day-to-day-

Problem Solving problems

Last updated: