Events & Administration Coordinator

2 months ago

Leamington Spa, United Kingdom The Smallpeice Trust Full time

**Reporting to: AES Programme Manager**

**Main Purpose**:Providing events organisation and general administrative support and excellence in delivery for the Arkwright Engineering Scholarship programme. This includes attending events as required and liaising with scholars and other key stakeholders.

**Principal Responsibilities**

**Management of residential and one day events provided by the programme (AES Interview days, Awards Ceremonies, Connect days and Summer Schools. These may be virtual or face to face events)**:

- Liaise with university departmental staff and venue/course/Connect Day organisers on arrangements, i.e. site visits, delegate numbers, physical or virtual room bookings, catering requirements, etc.
- Contact potential interviewers annually to request support, collate responses and intelligently assign to the Arkwright team
- Ensure targets for assigned events are managed
- Attend one day and residential events, staying overnight as required, and providing administrative support throughout the event. This may also include being the lead staff member on site.
- Maintain and update the CRM database with details on teachers, schools, scholars, contacts and companies.
- Promote and safeguard young people to ensure all events provide safe environments in which young people can explore and develop their potential. This includes supporting with overnight supervision of scholars, first aid cover/ hospital runs and general behaviour management.
- Support the management of budgets for assigned events, including organising petty cash requirements prior to events and monitoring receipts and expenditure
- Undertake post event evaluation and reporting.
- Become a qualified First Aider at Work and be prepared to administer first aid whilst away on events, if required.
- Liaison with supervisors, other volunteers, and academic staff before and during the events

General:

- Supporting the promotion of the Arkwright Engineering Scholarships to key stakeholders through marketing materials including the Arkwright website and social media accounts
- Supporting the team in updating or the collation of data and general administration within the following areas: sponsor, school, scholar, mentors and alumni
- Answering telephone queries alongside other team members and deal with enquiries as appropriate.
- Raising Purchase Orders, Invoices and daily correspondence as required.
- Assist with administrative tasks for our other core programmes (STEM and Residential Events) during quieter periods.
- This job description is not to be regarded as exclusive or exhaustive and you may be required to undertake various duties as may reasonably be requested of you by your manager or the Chief Operating Officer.

**Person Specification**

**Required Skills/Experience**:

- Must be willing to live The Smallpeice Trust Values and Behaviours:

- **Boldness**: _We are bold in our ambition_
- **Excellence**: _We demand more of ourselves than our stakeholders do_
- **Safety**: _Safeguarding Young People is our number one priority_
- **Togetherness**: _Together we can achieve more_
- Excellent attention to detail, organisation, communication and negotiation skills
- Willingness to learn and develop with the role
- Administrative experience in a team environment
- Experience of organizing events
- Self-starter with ability to prioritise work
- The ability to work to deadlines
- Familiarity with the use of computers and business software (especially Microsoft Office and databases)
- Good telephone manner
- Diligent data input
- Happy to work as part of a small and friendly, but highly focused and deadline-driven team
- Ability to act as an Ambassador for their employer at public events
- The ability to travel with overnight stays at one day and residential events and out of hours work where necessary. This is currently two to four residential weeks away across the summer months and other days during the year (with holiday restrictions at these times), with the potential for the number of events to grow over time. (Additional payments are made to reflect attendance at residential events)

**Desirable Skills/Experience**:

- Experience of working with or organising events for young people
- Customer relationship management (CRM) skills
- Full driving license

**Safer recruitment checks**

We are committed to safeguarding and promoting the welfare of all children and young people. You will be asked to undertake the following before we can confirm you in your role:

- Supplying an up-to-date CV
- Undertaking an interview
- Supplying two referees.
- Completing a self-disclosure form
- UK based nationals must complete a barring and vetting check (this cost is covered by the Smallpeice Trust); for this role this will be an Enhanced DBS and/or PVG. We request that those undergoing the DBS check register for the update service.

The above information will be shared with Human Resources and the relevant line manager/recruiting staff. It may a

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