Events Coordinator

3 days ago

Hatfield, United Kingdom Hertfordshire Students' Union Full time

**JOB DESCRIPTION**

**Job Title**: Community Events Coordinator

**Salary**: £22,000

**Responsible to**:Community Events Manager

**Responsible for**: Student staff and occasionally volunteers

**Contacts**:The post holder will come into contact with students and other customers,
Students’ Union Managers, staff and Elected Officers, University staff and
Union suppliers.

**Location**:Based at College Lane Campus. Work at other sites and locations will be required.

**Vision**:Our vision at Hertfordshire Students’ Union is that we help students love their lives at Herts.

**Values**:We are a truly values-led organisation. As such, we’re looking for someone who lives our HERTS values of being helpful, empowering, representative, transparent and student-focused. We encourage our team to have fun at work while never losing sight of our vision.

**Service Excellence**:We go above and beyond for our students and each other - we’re committed to providing excellent service across the board and we support each other to prioritise this every day.

**Equality and Diversity Commitment**

**Key role requirements**:
This role offers an exciting opportunity for an enthusiastic professional with a passion for event management to deliver (and support student groups to deliver) a range of events and activities, aimed at increasing engagement with our services, activities and values. Tasks include:

- Event planning, execution and feedback including face to face and virtual activity
- Providing event templates, guides, risk assessments and generic event management advice for our student groups
- Coordinating a range of stakeholders, including students, staff, suppliers and contractors.

**Main duties and responsibilities**:
**Support for Student-led Events**
- Act as the first point of contact for student groups who are planning events, in particular, societies, volunteering, campaign groups and RAG.
- Feed into student group training with tailor made event management workshops. Ensure supporting documents are available online to help student societies to deliver high quality events.
- Support our student groups and Student Events Team on the development of an annual series of culturally diverse and inclusive activities.
- Work with student groups to promote their events and activities on our social media platforms.
- Support student groups to use events and activities to promote themselves
- Develop good working relationships with key members of staff to support the delivery of student-led events.

**Management of SU Events**
- Work with the Student Events Team, Elected Officer Team and other managers\departments to deliver a range of high-quality events aimed at increasing awareness of the Students’

Union, our services and values.
- Play a key role in the organisation of our annual Freshers’ and Refreshers’ Week. This includes leading on the organisation of Freshers’ Week events.
- As blended learning and online engagement has become more important over the last year, some tasks include planning, running, hosting and promoting online events and activities.
- Maintain event participation and engagement information for research purposes, including reaching out to students for consistent feedback and utilising this feedback to shape the events and events provision
- Produce risk assessments, full logistics plan, resource requirement plans and on the day requirements overviews for SU events. Ensure efficient, effective, professional and high
- quality service delivery.
- Plan, promote and deliver an annual programme of trips and offsite activities for students to participate in.
- Working with the Community Events Team, Marketing Team, other service managers and

Elected Officers, lead in organisation of Students’ Union Awards Evening(s).
- Oversee the Students’ Union presence at University Open Days.
- Supervise and coordinate any external contractors related to events, ensuring all relevant documentation is received and permits to work issued where necessary.
- Work with the University’s Media and PR team and the Union’s Marketing team to promote and share highlights from events

**Media Sales**
- Work with external suppliers to organise logistics for stall holders booking SU spaces for stalls.
- Be the first point of contact for all media enquiries and sales providing excellent and prompt response and present all opportunities to the SU management team
- Be the main point of contact for external organisations and triage all opportunities available to the SU
- Be the main point of call for welcome week external partnerships with a focal point on the main welcome fair.
- Coordinate and ensure any contractual obligation of media sales are monitored and delivered with the support of the Community Events Manager and other teams as required
- Where necessary, support the triaging of external private hires of the forum and pass on to the commercial team.

**General**:

- Keep abreast of relevant national

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