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Events Assistant

4 months ago

Edinburgh, United Kingdom Historic Environment Scotland Full time

**Details**:
**Reference number**:

- 277414**Salary**:

- £23,571 - £26,442**Job grade**:

- Other- Band B**Contract type**:

- Permanent**Business area**:

- HES - Marketing & Engagement**Type of role**:

- Other**Working pattern**:

- Part-time**Number of jobs available**:

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- EdinburghAbout the job

**Job summary**:
Thank you for your interest in the post of Events Assistant (part time) with Historic Environment Scotland, based at Longmore House. This is a permanent and pensionable appointment.

You will assist the Events Team in all aspects of developing, planning and delivering events across the Historic Scotland estate, to include attendance at events.

**Job description**:

- Assist the events team in the creative development, organisation and delivery of an annual events programme (including small-scale public performances) staged across the estate.
- Support the team by undertaking a range of administrative tasks including monitoring events mailbox, maintaining spreadsheets and maintaining accurate, up-to-date files in the Document Centre (Sharepoint).
- Support the team in logístical arrangements including making travel arrangements and ensuring equipment is delivered to and collected from sites.
- Manage phone calls and correspondence.
- Undertake financial administration tasks, such as raising purchase orders, setting up suppliers, maintaining budget trackers, procurement and contract administration.
- Taking guidance from Events Manager and Assistant Events Managers source suppliers, obtain quotes and confirm bookings.
- Issue contracts on behalf of HES.
- Contribute to the delivery of marketing materials by proof-reading and sourcing images (from HES image database), etc.
- Ensure that, within legislation and Historic Scotland guidance, all relevant health and safety documentation/ arrangements are in place as required for events or other activities which fall within the remit of this role.
- Provide administrative support for event requests received from a range of outside bodies (e.g promoters, local authorities, private individuals, etc) to stage events at Historic Environment Scotland properties.
- Work as part of an event team at events across the country, including working out of office hours e.g evenings, weekends and public holidays.
- Set up, take down and maintain event equipment. This includes delivery to and collection of equipment from sites by vehicle where necessary.
- Carry out any other duties and tasks as may reasonably be required by the Assistant Event Managers or Event Manager.

**Person specification**:
**_ Essential requirements:_**
- Ability to work on own initiative, be an excellent team player and first-class communicator
- Experience of working in a busy, delivery-driven operational team
- Excellent organisational abilities and administrative experience
- Excellent written English skills and experience of written communication with the public and colleagues
- Experience of undertaking financial administration tasks
- High level of computer literacy including working knowledge of Microsoft Outlook, Word, Excel and use of the Internet
- Willingness to work outside for long periods
- Full UK Driving Licence

**_Desirable requirements:_**
- Knowledge of Historic Environment Scotland’s estate
- Experience of administering work programmes that involve liaison with multiple departments and contractors
- Previous experience of working in an events environment.
- Knowledge of relevant Health and Safety legislation.
- Experience of working at historical events or historical sites.
- Experience of dealing with a wide range of people, for example specialists, colleagues and members of the public.
- Working knowledge of the visitor attraction sector.

**_Qualifications & Professional Memberships:_**
- A recognised qualification in leisure, heritage or tourism field - Desirable
- A recognised qualification in event management - Desirable
- First Aid qualification - Desirable

**Benefits**:
In addition we offer a great benefits package to our employees which includes:

- flexible working hours (where appropriate)
- special leave
- maternity/paternity leave
- adoption leave
- reimbursement for relevant professional subscriptions
- support for further education and personal development
- study leave for work related courses
- access to a learning resource centre

**Health and welfare**

We offer you access to:

- our Employee Assistance Programme - for confidential advice and counselling
- an occupational sick pay scheme
- discounts at some local authority leisure facilities
- access to a free Headspace membership
- interest free loans for bicycles and annual travel passes (see ‘season ticket’ below)
- reasonable adjustments when needed, as part of our Equalities policy

**Staff discounts**

You will receive:

- free entry to all of our properties (with up to three guests)
- free entry to E