Events Co-ordinator

5 months ago

Solihull, United Kingdom CIPP Full time

**Job purpose**

The purpose of this job is to support the event manager and business development director in the delivery of CIPP’s events to a high and professional standard and provide central support to other departments of the CIPP.

**Dimensions**

The post holder affects several hundred event delegates, students and tutors
- The post holder affects external suppliers
- The post holder affects the CIPP’s events, include flagship events such as the Annual Conference and Exhibition and Graduation ceremony

**Principal accountabilities**
- Source venues for CIPP external meetings
- Signing of contracts ensuring final costs are in line with pre-defined budgets
- Source and execute travel and accommodation requests for whole of CIPP conforming with the relevant policies, sourcing the most cost effective and suitable options and maintaining a financial record of bookings and spend
- Assist with source of supplier, build and development conference app for our flagship event
- Build and host online webinars for CIPP and external sponsor events via event platform
- Produce and issue communications to delegates
- Assist with all necessary administration to process delegate registrations for events, from initial booking through issue of request for funds and reconciliation of payment via credit card or invoice payments
- To attend events and carry out duties as agreed with the event manager, including setting up equipment, registering delegates and liaising with the venue
- Collectively and sole run events as the CIPP staff main contact in attendance on the date of event
- Source suppliers and vendors for CIPP events
- Produce final administration for events
- Manage and prioritise own tasks and respond to urgent requests within company guidelines
- Produce and monitor feedback analysis for event delegates
- Coordinate IT equipment for events
- To participate as necessary in other tasks as required
- Reconciliation of department company credit card
- Coordination of internal and external stakeholders for CIPP events
- Update department processes

The above are to be carried out within budget constraints and to pre-defined timescales and quality standards.

The post holder will be required, on occasions, to travel, work weekends and spend occasional nights away from home to support events.

**Job context**

This role is a team member position and is key along with all other team members, to the fundamental purpose of providing administration support to all CIPP business areas.

The post holder operates as part of a team and liaises closely with peers at the same level, as well as with executives, managers and members of the senior leadership team.

**What drives the role?**

The post holder is required to organise their own workload and pace to meet the requirements of the role combined with the overall plan of timelines for events, including joint initiatives, and conferences.

In addition, monthly and weekly deadlines must be met as well as leaving space for ad hoc requirements and organisational crises.

The post holder abides by policies and procedures as set by the senior leadership team of the Company and operates within these boundaries. They also operate within the scope of the accredited Quality Standards - ISO 9001.

**Nature and scope of working relationships**

Working relationships exist from the CEO of the organisation through all levels of staff to contract staff, students and delegates. Accurate communication in this position, as is the case with all team members, is vital as information needs to be correct to enable a successful service.

It is also necessary to build and maintain internal relationships throughout the business. Key internal stakeholders for this role include:

- Event manager
- Events executive
- Events coordinator
- Senior leadership team
- Board of non-executive directors
- Students and delegates
- Suppliers and contractors
- Tutors and trainers
- Internal staff

The post also requires the ability to build and maintain external relationships with suppliers, customer organisations and trainers through written/verbal communication and to receive and provide a good level of product/service.

The post holder is required to assist in all areas of the total business as required to cover busy periods, sickness and authorised and unauthorised leave.

**Particular challenge**

The main challenge is to provide a constant professional image for the organisation and to meet all deadlines to time and quality.

**Skills, knowledge and attributes**

The post holder will need events experience and to be IT literate to a good standard, which should include working knowledge of Microsoft Office packages.

The post holder will need to have excellent communication skills, organisational skills and an ability to manage complete organisational projects. They must have good attention to detail and take pride in the work they produce.

The post holder will need to be flexible, willing, proactive,

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