Events Coordinator

3 weeks ago


Oxford, United Kingdom University of Oxford TSS Full time

Location:
- Oxford City Centre- Category:
- Events- Vacancy Type:
- Full-time (temporary)- Pay rate:
- £17.38 p/h + holiday pay- Web advert- Vacancy ID 15976- We are recruiting for an experienced Events Coordinator to work on site at one of our centrally based colleges starting ASAP for approx 12 weeks working 37.8 hrs p/w and paying £17.38 p/h**Duties**:
The work of the Events Office covers a wide range of activities and priorities which will inevitably change from day to day. All staff operate as a team and, while each has their own responsibilities, they often assist each other in peak periods.
- Work with the Head of Internal Communications to plan an events programme each year for staff, identifying new opportunities and innovative ways of engaging staff.
- Work with colleagues to identify the optimum platform (online, in person etc.) to deliver each event.
- Agree the overall plan of each event with the Head of Events.
- Lead the project team, where applicable, through the planning phase of each event.
- Plan, coordinate and deliver the internal events programme to a high professional standard, remaining flexible as new priorities emerge, and ensuring all stages of planning and delivery are led by insight and evaluation.
- Evaluate all events to ensure they are effective in communicating the University’s strategic goals and messages, with continuous improvement a driving factor. Provide written reports to the Head of Events and the Head of Internal Communications as appropriate.
- Display a credible and professional approach with colleagues.
- Build and maintain excellent working relationships with key colleagues and stakeholders at all levels across the University, including but not limited to, the Vice-Chancellor’s Office, the Pro-Vice-Chancellors’ Offices, the Proctors’ Office, and the Internal Communications team.
- Brief senior staff about an event’s purpose, scope and format.
- Send joining instructions to event attendees.
- Manage the budget for your events portfolio, ensuring expenditure is in line with the budget.
- Manage all logístical and technical aspects of University events that you are working on, working closely with service providers, stakeholders and internal, and occasionally, external clients.
- Oversee the production of materials and content for an event, including audio-visual, web and printed forms.
- Contribute to the Events Office being viewed as a centre of excellence, through standard of own events as well as advising colleagues on event management and contributing to the Events Toolkit on the University’s Communications Hub as required.
- Work closely with all members of the Events team and assist with other events as required.
- Maintain knowledge of the regulatory framework to ensure that all events are fully compliant with relevant legislation. This will include Data Protection legislation; Health and Safety legislation; Institution of Occupational Safety and Health (IOSH) best practice; First Aid representation at events and an understanding of risk assessments and mitigation.

**Essential Criteria**
- Demonstrable expertise in planning and delivering a wide range of successful events, both digital and in person.
- High-level organisational and project-management skills, with a keen eye for detail, and an ability to drive plans based on insight and evaluation
- Ability to plan and monitor budgetary matters, including preparing and working to budgets and the administration of expenditure.
- Willingness to take part in the full range of event management activities, including, but not limited to, invitation design and process, attendee communication, supplier negotiation, speaker briefing and post-event evaluation.
- Knowledge of current developments and trends affecting events including latest technology, and laws around data protection, accessibility and health and safety. Willingness and availability to work flexibly, including outside normal office hours and at weekends as required.


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