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Events Assistant

4 months ago

Edinburgh, United Kingdom Registers of Scotland Full time

Registers of Scotland (RoS) is committed to creating a great place to work for all our colleagues; an inclusive and respectful environment that reflects the diversity of the society we serve.

**Role Purpose**

Reporting to the Senior External Communications Managers, you will support and assist with delivery of a portfolio of external engagement activity for Registers of Scotland.

The role of Events Assistant sits within the multi-disciplinary Communications team, servicing Registers of Scotland and all its programmes of activities.

Developing comprehensive communications and engagement strategies for products, services, teams and projects, the Communications team delivers consistent value to the organisation - and events are a key element of this.

Registers of Scotland undertakes a wide programme of activity; engaging with stakeholders and customers, either as part of wider communications campaign delivery, full scale events, forums, workshops, webinars or other similar activities, or attending third party events as delegates, exhibitors, speakers or sponsors.

The role holder will assist with the support and delivery of the events and external engagement programme. They will be expected to play an active part in the day-to-day tactical delivery of all events activity.

**Main Duties**
- Maintenance of the RoS events calendar; entering and amending bookings; checking existing bookings are accurate and up to date; reviewing at the planner on a regular basis to ensure smooth operations and no clashes
- Set up of and attendance at planning meetings for all events, as required
- Webinar production - arrange RoS webinar using MS Teams. Ensure that presenters have access and do test runs as required. Act as webinar host at the event.
- Ensuring mailing lists are up to date
- Ensuring supporting materials for events are in line with the RoS brand
- Ensuring all supporting event materials are available prior to the start of any event
- Delivering event briefings for all types of RoS events (e.g., workshops and conferences)
- Provision of on-the-day event support, as required
- Working with external clients and all departments within RoS to ensure that all events are delivered efficiently and to the required standards
- Working with external contractors to ensure best value for and smooth running of any event
- Preparation of post event evaluation notes and feedback reports for future reference
- Maintenance of RoS sponsorship agreements and research into other opportunities.
- Deputising for the Events Managers, as required

Live events
- Working in collaboration with the RoS Estates team and our in-house caterers to provide event catering and furniture for events held within RoS premises
- Preparation of pre-event materials such as seating plans, tickets, name badges, seating labels, invitations, delegate packs and guest lists for events, as required
- Occasional travel within Scotland and attendance at evening events to ensure the smooth running of events
- Venue research and taking responsibility for managing some events under supervision

Wider engagement
- Working to provide logístical support to the External Communications Team where required. This may include things like:

- Uploading approved content to the website
- Co-ordinating logistics to support the delivery of communications plans. E.g. setting up meetings, monitoring progress of plan delivery, updating documentation.
- Adapting quickly to support senior team members to respond to urgent or unexpected work requests

**What can we offer you? - Benefits at RoS**
- We are a welcoming and inclusive community that functions on supportive practices
- We offer a stimulating working environment and strongly believe that a diverse team is crucial to achieving our mission
- Our team is ambitious, acts with integrity and demonstrates commitment to progress and impact. We nurture talent and reward success.
- We work in an agile way with access to Agile Coaches, Business Analysts, UX specialists and more.
- RoS offers a generous annual leave entitlement. Starting with **26 days of holiday plus 12 days bank holidays**. We reward your commitment to us by increasing annual leave by +1 day per year, for up to +4 additional days on your entitlement.
- We operate a **36 hour working week and offer flexible working arrangements **(up to 30 hours flexi per month).
- We offer **office locations in Edinburgh and Glasgow **and we are in the process of **embedding hybrid working.**
- As part of the reward package, you will get access to a generous **Civil Service pension, including service benefits, cycle to work scheme, family friendly leave policies (Maternity/Paternity Leave/Shared parental Leave/Special Leave & more), subsidised gym memberships and retail discounts**
- We offer continuous training and development opportunities
- A generous salary range with pay progression arrangements are in place.
- You will have access to external counselling and external advi