Conference & Events Assistant

3 weeks ago

Newcastle upon Tyne, United Kingdom Newcastle University Full time

About us

We are the Conference and Events team for Newcastle University. We oversee events (internal and external) on our city centre campuses. We also support regional events and work with Newcastle and Gateshead Initiative (NGI). We generally look after 50 to 750 guests, across multiple sites and facilities and host over 150 events per year.

Our vision is to ‘Welcome the World to Newcastle and make every experience with us enjoyable and memorable’.

**Salary**: £21,197 with progression to £22,662, per annum

Newcastle University is a great place to work, with excellent benefits. We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.

The Role

This is a varied and exciting role, looking after customers to make their events run successfully.

We are looking for friendly, proactive and poised applicants, who enjoy liaising, collaborating and developing relationships with customers and colleagues. Someone who is excited about supporting a wide range of conferences and events.

Working in a successful, knowledgeable and supportive team, you will be confident dealing with a wide range of people and resolving daily enquiries from existing and future customers. You will also have confidence to undertake essential event administration and use related IT systems.

This role is full time all year round. The majority of events occur during the week and during the day. Therefore there is limited evening and weekend work.

Key Accountabilities
For key events, to meet organisers upon arrival at the University, to provide assistance with registration, supporting the event at key points throughout the day. To handle routine customer issues, resolving the situation where appropriate and escalating to the colleagues in the team as required
To produce written communications on behalf of the Conference team, ensuring all contractual arrangements with clients are rigorously adhered to
To represent the University at external exhibitions, trade fairs and promotional events
To coordinate, receive, process, and administer all bookings via the Kinetics events software to ensure financial control, exceptional customer service, timely payments, and a robust audit trail
To administer the Kinetic Solutions software system (Conference and Events) to ensure maximum utilisation of site facilities and ensure a cohesive approach with Kinetic catering
To maintain accurate financial records and ensure all expenditure is accounted for. To prepare all final invoices and issue to clients in a timely manner, ensuring all charges have been collated and included, incorporating appropriate adjustments for deposits, booking fees, cancellation charges etc
To support the University in its relationship with Newcastle Gateshead Convention Bureau (NGI) to maximise business opportunities. Attending events to promote the university and the region
To manage customer feedback and review business practices, where necessary, to help managers support the improvement of the customer experience and systems efficiency
Support the Service’s commitment to training and development by participating fully in training courses designed to improve personal skill levels and knowledge

The Person (Essential)

Knowledge, Skills and Experience
Must be able to work accurately and pay attention to detail
High level of IT literacy in Microsoft Office packages
Good interpersonal skills
Planning, organisational, and numerical skills
Ability to work to tight deadlines
Good oral/written communication skills
Evidence of relevant team experience, preferably with a customer-focused bias.
Proven experience of financial, particularly sales, processes.
High degree of flexibility to suit business needs
Ability to co-operate with other team members, internal and external customers
Desirable
Conference and Events based studies/experience is desirable
Experience of working in similar environment
Knowledge of University systems and procedures e.g., P2P, SAP, Kinetics, Financial Regulations

Attributes and Behaviour The level of business is variable, and the post-holder will be expected to prioritise both day to day and long-term activities of the Conference Team. Liaison with internal and external clients and service providers is a daily feature of this position The post-holder is expected to make numerous and autonomous routine business decisions regarding the allocation and offer of university resources, services and facilities to clients wishing to use them Enquiries and events can often be complex, and the post-holder will need to react to rapidly changing priorities The post-holder is required to use their judgement to advise and make recommendations to clients enabling them to make appropriate decisions as to which facilities or services to use

**Qualifications**:
Academic or vocational qualification to GCSE (A-C) / NVQ level 2, including Maths and English

Newcastle is an inc

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