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Events & Business Support Officer

5 months ago

Hatfield, United Kingdom Asssociation for Science Education Full time

**JOB DESCRIPTION AND PERSON SPECIFICATION**

**Job Title**: Events and Business Support Officer

**Reports To**: Conferences & Events Manager

**Direct Reports**: None

**Salary**: Salary £23000 - £26000 depending upon experience

**Date**: March 2023

**Key Purpose of the Role**

To provide comprehensive administrative support for ASE’s conferences and events as well as general office tasks. Duties will include a variety of planning, event coordination and extensive liaison with customers, sponsors, exhibitors and stakeholders, and therefore a high level of initiative is a key requirement.

**Main Duties and Responsibilities**
- To act with delegated authority as directed by the Conference & Events Manager, taking responsibility for coordinating small events-related projects as required and working as part of a team to maintain shared office systems and procedures.
- Liaison with sponsors including identifying potential new businesses, exhibitors, suppliers and key stakeholders across the business, including negotiating and agreeing the value of sponsorship and drafting contracts/Letters of Agreement as required.
- Develop and use expertise with digital platforms to support events using online platforms such as Zoom or Teams, extending such support to the wider ASE team and key stakeholders and presenters as required.
- Support ASE Conferences and Exhibitions in accordance with requirements - this will include working with floor plans and digital event programme software, providing event set-up guidance on the days prior to events, and being a point of contact during events, such as delegate registration, providing advice to exhibitors and liaising with the host venue.
- Liaise with hotels and venues and book accommodation as required.
- Coordinate the completion of Health and Safety documentation and Risk Assessments by stakeholders and supply to venues in line with their requirements within deadlines.
- Administrative support to include the preparation of documents using word processing, spreadsheets, compilation of reports, raising invoices, creating flyers, working with databases and websites and maintaining accurate records.
- To develop working knowledge and understanding of all matters relevant to the ASE, acting as a point of contact for internal and external clients (including professional bodies and key contacts within education). To prepare, maintain and disseminate information using a variety of formats.
- To ensure compliance with legal and regulatory requirements, health & safety, data protection, copyright and licensing, security, financial and other ASE procedures and codes of conduct where appropriate.
- Acquire an understanding of the ASE’s policies and regulations.

**Relationships/Contacts**

The ASE internal and external team and committees, staff of appropriate professional, governmental and education institutions, project partners, private persons and businesses as appropriate, teachers, technicians, STEM education consultants and visitors; mainly in the UK but occasionally internationally.

**PERSON SPECIFICATION Essential (E) / Desirable (D)**

Educated with 5 GCSEs Grade C/5 or above, including Maths and English (E)

Educated to A-level standard or equivalent, or proven professional work experience (D)

A current driving licence (E)

Proven administrative experience at a similar level for a minimum of 2 years (E)

Experience providing a high level of customer service to multiple stakeholders (E)

Experience working within education and/or professional development sectors (D)

Experience working within the event management industry (D)

Experience working effectively in a team (E)

Good IT skills, including comprehensive use of MS Office, databases and online meeting platforms (E)

Numerate and literate (E)

Able to demonstrate a sound understanding of customer care, including a polite, helpful and confident telephone manner (E)

Excellent communication skills (E)

Methodical approach and keen attention to detail (E)

Fast and accurate keyboard skills (E)

Ability to work to deadlines and deal effectively with conflicting priorities (E)

Demonstrable initiative and organisational skills (E)

Good interpersonal skills, confidence in dealing with existing and new stakeholders and ability to build a rapport (E)

**Other information**
- The role will be full-time (37.5 hrs/week) and is office based but the ASE operates a flexible working structure with staff working in the office and from home. The role will require at least two days per week in the office.
- There may be occasional UK events requiring the post-holder’s support for a 24-36 hour period, for which accommodation and expenses will be provided.
- It is essential that the post-holder can commit to supporting the ASE Annual Conference at the host venue in the first two weeks of January of each year, for approximately 6 consecutive nights. Accommodation and expenses will be provided during this time.
- Some physical t