Event Coordinator

6 days ago

Exeter, Devon, United Kingdom South West Academic Health Science Network Full time
Would you like to be part of a dynamic, enthusiastic team responsible for creating and supporting a variety of events, enabling the South West AHSN to lead on innovation and improvement in health and care?


As an Event Coordinator you will play a vital role in providing high quality support to the Office Manager to develop a viable pipeline of external events and ensure the smooth operation of internal and external activities in our award-winning space in Vantage Point, Exeter.

You will also lead support for off-site events on behalf of the South West AHSN.


We are looking for someone who will proactively work to promote our excellent facilities to ensure we remain the venue of choice for our stakeholders.

Your enthusiasm and event management skills will ensure that staff, hosts and guests, whether physically on-site or attending virtually, have the best possible experience.


Key success factors

  • Excellent written and verbal communication skills with a great telephone manner.
  • Excellent organisational and administrative skills, with a natural ability to manage and coordinate multiple activities.
  • Able to work as an integral part of a small but busy team, offering support to others if needed, as well as an independent drive and focus where required.
  • A strong and demonstrable customer service ethic for both internal and external customers.
  • Strong attention to detail, with the ability to convey messages clearly and succinctly.
  • Able to work flexibly and juggle a range of tasks.
  • Ability to prioritise workload and issues of importance, and take appropriate action to ensure tight deadlines are met.
  • Adaptability and a willingness to undertake a wide range of tasks.

Responsibilities

  • Work with teams across the organisation to maximise the use of the space; planning, engaging and evaluating a schedule of events.
  • Support event development from inception through to delivery, ensuring that every event is delivered to the agreed specification, deadline and budget.
  • Act as first point of contact for external partners wishing to utilise the South West AHSN as the venue for their event.
  • Send invitations, secure venues, book workshops, liaise with speakers and manage event interactions on the day.
  • Coordinate external and internal bookings for our rooms and desks, ensuring rooms are set up for each meeting in the style requested, with appropriate refreshments and stationery.
  • Be a recognised onsite point of contact for all visitors to the office, acting as reception/host where required.
  • Coordinate visitor and parking information, to ensure legal and policy compliance.
  • Provide technical/IT support to event hosts and attendees.
  • Support Office Manager to maintain and enhance the IT infrastructure of the South West AHSN for internal and external users of the space.
  • Work with the Communications Team to ensure appropriate and timely communication of our events.
  • Work with external venues to ensure the South West AHSN achieves best quality and valueformoney from offsite events.
  • Oversee records of booking and invoicing details to provide performance analyses to the Director of Finance.
  • Maintain internal databases, ensuring that records are compliant with GDPR requirements.
  • Ensure the South West AHSN office maintains appropriate stocks and stores to function efficiently.
  • Support the evaluation of our position in the local market to enable continuous improvement of our space, offer and approach.

Person specification:

Experience we are looking for

  • Experience in events or a closely related field.
  • Evidence of personal and professional development to grasp new and exciting opportunities.
  • A desire to enhance the health and care opportunities of people across the South-West.
Experience and capabilities you will develop in the role

  • Understanding of operating a broad range of flexible and tailored facilities offered to regional and national stakeholders.
  • Exposure to all levels of professionals and training activities in support of innovation in health and care.
  • Experience of a varied and fastpaced office environment working with a broad range of activities.
  • An understanding of how diverse stakeholder groups engage and communicate, developing a range of skills to support future space and events.
  • Strong customer service delivery and how to manage facilities and events in a hybrid office/virtual world.
Abilities and attributes

  • A cando attitude committed to supporting a high quality experience for all.
  • Enterprising with the ability to translate interest into opportunity.
  • Stakeholder management ability to effectively build an ongoing rapport with guests, visitors and staff.
  • Attentive to meet the needs of stakeholders and to ensure clear communication across the team.
  • Adaptability able in the moment to appraise and reprioritise tasks calmly.
  • Creative and curious not afraid of complexity and change.
  • Energetic and goalfocused a commitment to de

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