Events Coordinator

Job title:

Events Coordinator

Company

Heriot-Watt University

Job description

Job Description:Grade and Salary: Grade 5, £25,138 – £29,605 per annumFTE and working pattern: Open Ended, Full time (Monday – Friday 09:00-17:00, with flexibility for occasional evening working)Purpose of Role:Organisation and administration for events primarily in person with online elements. The majority of the events are held in central Edinburgh with some being held at other locations around the UK.About our TeamThe International Centre for Mathematical Sciences (ICMS) was established in 1990 by Edinburgh (UoE) and Heriot-Watt (HW) Universities as a premier research centre for the mathematical sciences and continues to be supported by both institutions. The ICMS is based in the Bayes Centre, Potterrow in central Edinburgh. The ICMS is a world-renowned institute and one of two key parts of infrastructure for the mathematical sciences in the UK funded primarily by the Engineering and Physical Sciences Research Council. ICMS aims to create an environment in which the mathematical sciences can flourish and develop in new directions. ICMS organises a vibrant programme of activities (in person and online) to serve the UK mathematical sciences community welcoming a diverse international academic audience to Edinburgh. The events vary in size from small groups of four – six researchers, up to events with hundreds of delegates. A typical ICMS event has 50 participants.This post offers an excellent opportunity to develop and enhance your career in events organisation. You will be part of a small, lively and dedicated team who focus on the delivery of events and activities. The ICMS is held in high esteem by the community it serves, with our audience valuing the unique, carefully prepared events.Feedback received from participants at recent events includes:“The staff were extremely friendly and very helpful both leading up to and during the workshop.”“I look forward to returning to ICMS for another event in the future.”“The staff were always helpful and cheerful, both with the arrangements before the meeting and during the meeting itself.”Key Duties and Responsibilities:

• Working with academic organisers to plan and develop event using appropriate technology and facilities as required
• Communicating with participants via website and email
• Hosting events in person and online
• Booking catering and accommodation for participants
• Maintaining budgets and records for all events
• Supporting team members with delivery of ICMS programme of events and activity

Competencies, Tasks and ResponsibilitiesThe tasks and responsibilities listed under the following Competency Headings form part of all administrative roles in the University at this level and it is expected that the role-holder will perform them to at least an effective standard at all times.Teamwork

• Contribute to and provide general support across the team
• Cover for other colleagues within the immediate team
• Participate in working groups and committees within the team, School/Directorate as required
• Train team/colleagues in operational activities

Service Excellence

• Create a positive image of the University by being responsive, prompt and courteous when responding to requests or enquiries from customers
• Produce standard and ad hoc reports as requested
• Enter and maintain records and data into the appropriate university system (e.g. student, HR etc.)
• Liaise with internal and external teams, committees, bodies etc. to ensure an effective service
• Process documents, for example events registrations and payments and other information in accordance with agreed service levels and information security procedures
• Keep working area clean and tidy in line with appropriate H&S requirements
• Maintain budgets for each event

Clear and Consistent Communications

• Write standard letters, invitations etc., using templates, understanding what parts of the template to use as appropriate.
• Create content for webpages and update as and when required
• Communicate with event organisers and participants both in writing and face-to-face
• Maintain confidentiality at all times by following university policies and guidance in managing confidential information and personal data
• Write standard communications using templates, understanding what parts of the template to use as appropriate
• Record and produce accurate minutes when required.
• Draft non-standard communication for review and use by more senior members of the team
• Explaining standard procedures, regulations, operating instructions or course information.
• Disseminate news and information to relevant customers and colleagues

Planning and Organising

• Arrange, organise and coordinate workshops, meetings, events including room bookings, catering, equipment and accommodation for participants
• Ability to manage conflicting demands and handle a number of tasks simultaneously
• Carry out routine instructions from standard procedures
• Contribute to drafting of standard procedures within your team
• File, archive and destroy data in line with the University Data Protection & Retention Policy
• Support School/Directorate and team processes and procedures by meeting schedules and timetables

Initiative and Problem Solving

• Act as first point of contact for queries from customers by phone, email, system-generated and in person
• Identify and support process improvement
• React to problems using judgement and past experience to solve routine issues
• Use experience to suggest solution to new problems to line manager

Decision Making

• Make day to day decisions in prioritising own workload
• Provide advice and guidance, respond to queries and refer more complex queries to more senior members of the team as appropriate
• Understand the appropriate tools to use when undertaking day to day tasks

Management Responsibilities

• There are no management responsibilities within this position but you may be asked to take on management or supervisory duties on occasion as part of your personal development

Citizenship

• Demonstrate the University Values at all times through performance and behaviour
• Participate in ad-hoc duties to support the team/University and for personal development
• Support newer or inexperienced colleagues within and outside the University by offering support, help and advice
• Positively promote the University internally and externally through positive behaviour and supporting University-wide activities

This job description is intended as a flexible framework which outlines the key general areas of activity in your position. Other activities may be required which are not outlined above but which are appropriate to the position and grade. Your personal objectives (Forward Job Plan) will also set out specific tasks and objectives for you to achieve, including objectives to help your career development.Education, Qualifications & Experience:These are the criteria on which the short-listing and recruitment selection will be based.Essential

• Educated to SCQF Level 6 or similar (see

for details) or equivalent experience * Experience of organising events

• Competent in the use of relevant IT packages: Microsoft Office including Excel, experience of managing events in Zoom, other online tools for running events
• Well-developed interpersonal skills
• Demonstrable professional and proactive approach
• Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment
• Demonstrable provision of excellent customer service

Desirable

• Experience of working in Higher Education
• Experience of organising online events and confident in the use of audio-visual equipment

How to ApplyApplications can be submitted until midnight on the 05 September 2024.Applications should include a CV and Covering letter.About Heriot Watt UniversityAt Heriot Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.Heriot-Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all. Heriot-Watt University values diversity across our university community and welcomes applications from all sectors of society, particularly from underrepresented groups. For more information, please see our website https://www.hw.ac.uk/uk/services/equalitydiversity.htm and also our award-winning work in Disability Inclusive Science Careers https://disc.hw.ac.uk/. We welcome and will consider flexible working patterns e.g. part-time working and job share options.Use our total rewards calculator: https://www.hw.ac.uk/about/work/total-rewardscalculator.htm to see the value of benefits provided by Heriot-Watt University.

Expected salary

£25138 – 29605 per year

Location

Edinburgh – Midlothian

Job date

Sat, 10 Aug 2024 07:51:59 GMT

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