Events Officer

Join to apply for the Events Officer role at Prifysgol Aberystwyth University Posted 02/12/2025 | Closing 09/12/2025 | Ref No: 6012 Job Title Events Officer Faculty/Department Marketing and Student Recruitment Salary Scale £33,001.64 – £38,784.49 per annum (pro rata) Contract Type Fixed Term Duration 12 months (1 Jan 26 – 31 Dec 26) Full-time / Part-time Full-Time Weekly Hours 36.5 hours Employment Visa Sponsorable What you’ll do Support the range of recruitment and corporate events managed by the Events Team, including: Open Days (on campus and online), Applicant Visiting Days, Postgraduate Study Fairs, Graduation, the Urdd Eisteddfod, the National Eisteddfod of Wales and the Royal Welsh Agricultural Show. Take a coordinating role in the planning, development and execution of specific events within the portfolio, with support from senior colleagues. Coordinate the planning, delivery and review of the activity. Coordinate project logistics, drawing on the guidance and support of other team members. Work closely with other teams in GMSR to ensure compliance with processes and systems. Communicate effectively with all parties involved in the event project and provide regular project updates to the designated manager. Act as the initial point of contact within the team for general event-related enquiries, undertaking daily administration of the team email accounts, responding to queries and escalating as necessary. Monitor bookings in the lead up to events to inform planning and logistics. Update booking information in the Customer Relationship Management (CRM) system – Microsoft Dynamics – based on visitor requests. Extract information from PowerBI dashboards / CRM records to respond to queries from academic departments or professional services. Update webpages managed by the Event Team using the University’s Content Management System (CMS). Maintain the online Events Toolkit, propose updates, and work with senior colleagues to develop new sections and resources. Assist with updating content for Online Event Platforms, under the guidance of the Event Lead. Assist Event Leads in preparing event programmes (templates, circulation, proofreading, translation, monitoring, and escalation). Coordinate the administration of the Student Ambassador scheme, including: Develop ambassador selection, recruitment and payment processes. Recruit an appropriate cohort of Student Ambassadors for centrally managed events. Liaise with academic department coordinators. Develop training resources for Student Ambassadors. Coordinate and rota central Student Ambassadors for large scale events such as Open Days. Work with the Operations Officer to prepare, audit, pack equipment and maintain inventory of GMSR event equipment. Transport equipment and drive vehicles to events. Coordinate central hospitality bookings for on and off campus events. In conjunction with the Events Manager, develop specifications for service provision and liaise with external companies to request quotations for event services (e.g. Coach hire). Consolidate responses and provide recommendations. In conjunction with the Operations Team within GMSR, coordinate hotel and travel bookings, book vehicles, raise purchase orders and forward invoices for payment. Assist the Event Lead with preparation of staffing rotas and briefing information. Support working group meetings and regular project meetings led by colleagues from the Events Team (calendar, agenda, documentation). Play an active role in team and project meetings, contributing to discussions. Create links to members of other teams within GMSR and departments in the University to ensure co-operation. Represent the University at the range of external and internal events coordinated by GMSR. Willing and able to work flexibly: weekend and evening work will be required. Undertake other duties as assigned by the line manager, commensurate with the role’s grade. Who you are – Essential Qualifications, Experience, Knowledge and Skills Educated to degree level or equivalent relevant experience. A good understanding of the events run by universities in support of student recruitment and/or corporate objectives. Experience of successfully coordinating/organising events. Project management experience and excellent organisational skills. Experience of developing effective and efficient administrative processes relating to events. Attention to detail, high degree of accuracy and methodical working manner. Self‑motivated and reliable. A team player willing to contribute to the demands of a busy team where deadlines and requirements can shift on a regular basis. Capacity to work effectively, independently and to tight deadlines. Proven ability to take the initiative, lead and be led by others. A commitment to excellent customer service. Excellent IT literacy (Microsoft Office, Outlook, Word, Excel, PowerPoint, MS Teams). Clean driving licence. Willingness and ability to work flexibly: weekend and evening work will be required. Oral (spoken) and Written Welsh Level A2*, with a willingness to demonstrate an ongoing commitment to learn Welsh to B1 level. Desirable Experience of working in an events role or in a customer service environment in the Higher Education sector. Experience of using the University’s Content Management System; Customer Relationship Management System (Microsoft Dynamics); PowerBI Dashboards. Familiarity with themes in student recruitment marketing. Oral (spoken) and Written Welsh Level C1. More information on Welsh Language Levels can be found at: https://www.aber.ac.uk/en/hr/policy-and-procedure/welsh-standards/. Benefits Flexible working policy. 36.5 – hour week for full-time roles. Generous leave entitlements – 27 days annual leave plus bank holidays and university closed days. Commitment to Professional Development. Enhanced contribution to our workplace pension schemes. Staff recognition and reward schemes. Opportunity to learn the Welsh language for free. Staff relocation bursary. Maternity, Paternity, Parental and Adoption Leave. Staff discount for gym facilities, hospitality, and retail on campus. Equal Opportunities and Welsh Language We welcome applicants from all backgrounds and communities and those that are currently underrepresented in our workforce. This includes but is not limited to Black, Asian and Minority Ethnic candidates, candidates with disabilities, and female candidates. We are a Bilingual Institution which complies with the Welsh Language Standards and is committed to Equal Opportunities. You are welcome to apply for any vacancy in Welsh or English and any application submitted will be treated equally. Employment Visa Under the UK Government’s points‑based system scheme, this role does not meet the criteria to be sponsored by Aberystwyth University (AU) for a Skilled Worker Route (SWR) application. How to apply To promote a flexible workforce, the University will consider applications from individuals seeking full time, part time, job share, or term time only working arrangements. Applications for this role must be made through jobs.aber.ac.uk. You are welcome to apply for any vacancy in Welsh or English and any application submitted will be treated equally. Contact Human Resources, Aberystwyth UniversityVisulisation Centre, Penglais Campus, Ceredigion, SY23 3BFTel: (01970) 628555Email: hr@aber.ac.uk Interview Date Thursday, 18th December. Physically demanding The position is physically demanding therefore it is essential that the successful applicant has an appropriate level of health and fitness. Appointment to this position may be subject to a satisfactory fitness assessment. Additional Information To make an informal enquiry, please contact Sarah Bizby at sey@aber.ac.uk. Appointments are normally made within 4 – 8 weeks of the closing date. #J-18808-Ljbffr