Conference Coordinator

The ability to communicate in Welsh is essential.

Committed To Equal Opportunities

Overview

Responsible for the planning, organising and promotion of a range of accommodation packages, conferences and events, at all stages, whilst maximising income, ensuring customer satisfaction and contribute to enhancing the University's reputation and raising its profile among target markets and audiences.

Purpose of the Job

Co-ordinating the day-to day operation and delivery of conferencing activities, including liaison with key colleagues in Campus services, Central University Administration and external customers. Ensure a customer centered approach at all point of the "customer journey".

Main

**Responsibilities**:

- Organise and take control of all aspects of the planning, organisation and on the day management of specific University hosted events and conferences. Plan, organise and manage all aspects of the event from planning, promotion, logistics, on the day management, follow up and budgeting.
- Take bookings and manage the availability of the conferencing diaries.
- Managing the KX booking system.
- Liaising directly with key university stakeholders - for example Security, Halls, Property and Campus Services to ensure a smooth and safe experience for customers.
- Maintain event or conference budget records and monitor expenditure, seeking cost savings where possible without compromising the quality of the customer experience.
- Manage the process for event-related facilities, identify space requirements and liaise with relevant departments to secure appropriate space. Source and secure alternatives where necessary.
- Manage the evaluation process for events, ensuring appropriate follow up is conducted, results monitored, analysed and reported back to client.
- Attend exhibitions to promote the Conference Services and increase customer base.
- Responsible for taking accommodation bookings and co ordinating guest stays.

Other

**Responsibilities**:

- The post holder will be expected to participate in performance review and developmental activities.
- The post holder will be expected to comply with the University equal opportunities policies, Dignity at Work and Study Policy and the University’s Welsh Language Policy and the Welsh Language Standards.
- The post holder has a general and legal duty of care in relation to health, safety and wellbeing and must take all reasonable steps to ensure a safe and healthy working environment for him/her self and for other members of staff, students and visitors affected by his/her actions or inactions. The post holder is also required to comply with all applicable health and safety policies, procedures and risk assessments.
- The post holder must comply with relevant legal and financial policies and procedures and be aware of their responsibilities in terms of the legal requirements of their posts.

Person Specification

**Qualifications**:

- Essential- Desirable- A current, valid First Aid at Work Certificate.
- A professional qualification/experience in Business, Marketing, Catering, Hospitality or similar.

Skills and Experience
- Essential- Experience of working within the hospitality, conferencing, leisure or similar environment.
- Excellent organisational skills with the ability to plan workload effectively and handle a varied and sometimes demanding workload.
- Excellent communication and interpersonal skills, with the ability to communicate effectively, both orally and in writing with a wide range of students, staff, contractors and general public.
- Experience of using Microsoft packages and other software systems in a large corporate environment.
- Ability to use own initiative to solve complex problems and recommend changes for improvement where appropriate
- Ability to remain calm under pressure.
- Commitment to the highest standards of customer support.

Other
- Essential- Willingness and understanding to work evenings and weekends to suit the needs of the business.
- The post holder will be required to spend extensive time on campus, working "in person".
- Desirable- Experience of working in a further or higher education.
- Previous knowledge of KX conferencing or similar conferencing solutions.

General

We are a member of Advance HE's Athena SWAN Gender Equality charter and hold a Bronze award in recognition of our commitment to and progress towards gender equality within the University's policies, practices, and culture. We are proud to be a Disability Confident employer.

All members of staff have a duty to ensure their actions are in line with the overall environmental aims of the University and minimise their environmental impact.