Conference and Events Manager

4 days ago

Oxford, United Kingdom BRELLIS RECRUITMENT LIMITED Full time

This is an absolutely superb opportunity to join Oxford University in the role of Conference and Events Manager.This is a fixed term contract for two years in the first instance due to maternity leave and an internal secondment.

Alongside 38 days holiday, the university offer a range of incredible benefits and highly competitive salaries.This role would suit someone highly organised, also lively, friendly and sociable.

Reporting to the Head of Events, the Conference and Events Manager has overall responsibility for organisation and planning of events and conferences within the college including responsibility for the college diary. As such, the Conference and Event Managerwill co-ordinate the professional operation, communication and participation of these activities.The Conference and Events Manager line manages the Events Coordinator.

**Key Tasks and Major Responsibilities:
To take full responsibility for the administration and running of events, including catering, domestic, IT arrangements, meeting and greeting and ensuring health and safety conditions are met.

Key responsibilities as follows:

- To liaise with internal (Academic, Development and other College offices) and external customers who book various College venues and facilities including the provision of equipment and hospitality and to be the key point of contact for all College membersand visitors to the College.
- To oversee the delivery of core College activities as agreed with the Domestic Bursar
- Manage and oversee the Event Coordinator to process enquiries, prepare quotations for events, follow up to the point of confirmation, billing and feedback
- Manage and oversee the Event Coordinator to input bookings, process paperwork, and produce printed materials associated with events bookings
- Customer focussed approach to all events and conferences, including initial response to any queries or complaints
- Foster and maintain relationships with commercial clients as well as the College community of students, fellows and staff
- To work collaboratively with the Catering team, ensuring the effective communication of all details relating to events involving hospitality.
- Line manage and empower the Event’s Coordinator ensuring a good teamwork ethic and systems of operation within the events department
- The position will occasionally require the post holder to work outside of normal office hours in order to attend and supervise events
- To attend conferences, large events and smaller events where possible to ensure smooth running and provide assistance to attendees and hosts.
- To consider the health and safety provisions at events and take steps to ensure requirements are met.
- Represent the College at the inter-collegiate, termly Conference & Events Managers’ meeting
- To establish and maintain professional and efficient working processes
- To work with the Domestic Bursar and Head of Events to drive new initiatives; thinking of new and innovative ways to deliver events and help implement any changes
- Manage event quotations and costs and be key in striving to achieve financial budget
- **Person Specification**

Essential
- A solid record of high quality, large event management, preferably in an academic environment
- Budget management experience
- Experience hitting financial targets
- Experience working at a senior level within events
- Customer focussed approach to all events and conferences
- Understanding and experience of catering management
- Excellent written and interpersonal skills
- Ability to work independently and flexibly as a member of a small team
- Ability to work under pressure, prioritising and where necessary delegating the work load
- Effective communicator and problem solver
- Meticulous ‘completer finisher’ with good accuracy and attention to detail
- Flexible and able to work occasional evenings and weekends.
- IT literacy including Microsoft Office

Desirable
- Knowledge of the Higher Education sector
- Line management experience
- Experience of EPOS and Wufoo

INDG

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