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Engagement and Events Administrator

7 months ago

Barry, United Kingdom Barry Town Council Full time

The primary role of the post holder is to support the Engagement and Events Team and provide administrative support for the Town Mayor, Engagement and Events Team Manager and the wider Engagement and Events Team. The role will be responsible for managing the Mayor’s diary, organising small events and providing administrative support towards the organisation of larger Corporate and Civic events. The role requires strong administrative and organisation skills to effectively support in the planning and execution of internal and external high-profile events, as well as liaising with a diverse range of stakeholders. This role sits within the Engagement and Events Department of the Council and is managed by the Engagement and Events Team Manager

Key

**Responsibilities**:
1. Administrative Support

a) To manage the Mayor’s diary and to ensure that the Mayor is reminded of the day’s functions.

b) To read all correspondence impacting upon the work of the Mayor and to liaise with the manager and/or Mayor as appropriate.

c) To check and advise on the availability of the Mayor for any requests for the Mayor’s attendance and to reply to invitations in accordance with the instructions of the Mayor.

d) To follow up events attended by the Mayor with thank you letters.

e) To provide administrative support to the Chief Officer, Engagement and Events Team Manager and wider team as required.

f) To ensure accessibility forms are completed by organisations requiring attendance from the Mayor and followed up with the Mayor

g) To organise travel for the Mayor and Engagement and Events Team, as required

h) To organise meetings on behalf of the Chief Officer or Team Manager or other relevant Officer and attend to take notes, if required.

i) To ensure bookings are made for events and the related actions completed to effectively organise the events, under direction of the Engagement and Events Team Manager / Officer.

j) To prepare a weekly list of agreed mayoral functions for the following week and distribute to relevant parties.

k) To ensure the Mayor’s parlour is kept tidy and that stock is maintained at the agreed level with orders being placed as necessary with the appropriate authority being obtained.

l) To control the Mayor’s charity account records and bank account in accordance with the procedure established by the RFO.

m) To control the supply of civic gifts ensuring there is sufficient stock and placing orders for replenishment as and when required with the necessary authority being obtained beforehand.

n) To arrange for the supply of Mayoral badges to be held securely until the end of each term of office.

o) To ensure that the Engagement and Event Team’s Contact Databases are kept up to date and in accordance with GDPR guidelines

p) To ensure that the gallery of Mayoral photographs is updated through the arrangement of official photographs to be framed and hung in the Council Chamber.

q) To collect photographs throughout the year and arrange for the preparation of the annual Mayor’s photo album

r) To ensure that the notice board is updated with the name of new Mayors.

s) To maintain the mayoral robes and chain ensuring that they are regularly cleaned/repaired and appropriately altered for each Mayor.

u) To be responsible for the administration of the Council’s Litter Picking Loan Service ensuring all equipment is loaned out in accordance with the Council’s procedures and inspected for damages upon return

v) To record and transcribe minutes of any Committee relating to the area of work of the team, such as, the Shop Local Advisory Committee, the Globally Responsible Advisory Committee and Vibrant Culture Working Party in accordance with the agreed timescales, ensuring these are completed the day following the meeting and to provide cover for other departmental administrators in their absence

x) To compile data which will be utilised for the production of reports

2. Event organisation

y) To support the Engagement and Events Team in the organisation of events, taking responsibility for smaller events, as determined by Line Manager.

z) To use your own initiative to liaise with partners / community groups / sponsors / raffle prize donors / acts / entertainment in order to deliver event plans

aa) To regularly review, monitor and update the online event calendar / list

bb) To support the Engagement and Events Officer in maintaining and updating the Council’s social media platforms ensuring they are updated regularly, relevant and reach a wider audience

cc) To support the Engagement & Events Team in the graphic design of publicity materials, including posters, banners, social media posts inline with the Councils branding

dd) To attend civic functions such as Remembrance Day, Mayor’s Ball, Mayor Making ceremony, Civic Service and regular coffee mornings (and any fundraising events).

ee) To provide support to Corporate Event management as directed by your line manager and attend