2017) RBC323 Events and Administration Assistant (Fixed Term Contract
POST TITLE: Events and Administration Assistant / REFERENCE: (2017) RBC323
AREA OF WORK: Development – Summer Schools / Date : September 2017
PAY BAND: 3 / HOURS:
P/T – 10.5 hours per week September to June
F/T – 35 hours per week June to September
LINE MANAGER: Head of Development and Alumni Relations
MANAGEMENT RESPONSIBILITY FOR: n/a
SUMMARY OF ROLE PURPOSE:
To assist with the day to day operational running of summer schools and third-party campus rentals.
Coordinate activity for the College’s summer business activities, including the management of enquiries, general marketing assistance, liaising with, and being the point of contact for, summer school teachers and students, outside hirers and other clients to ensure the smooth communication preparation, get-in and production management of summer activities. The Events and Administration Assistant is expected to undertake some administrative work, and customer service and liaison.
PRINCIPAL DUTIES, ACCOUNTABILITY AND RESPONSIBILITIES OF THE ROLE
Administration
- Researching and compiling databases and mailing lists;
- General marketing administration and communications – email mailshots, leaflet and poster mailings, social media advertising;
- Booking advertising and liaising with on and offline publishers;
- Handling enquiries / communications from third-party hirers, students and course leaders;
- Preparing and sending joining instructions and course related information;
- Booking tickets for theatre shows and cultural visits;
- Booking travel and airport transfers for teachers / students when required;
- Dealing with enquiries related to accommodation issues;
- Preparing contracts and fee orders for contract staff payments etc.
- Preparing purchase orders and invoices for payment;
- Maintaining an accurate record of all income and expenditure.
Production / Event Management
- Timetabling College rooms, and managing the use of space across the campus and at Christopher Court;
- Ensuring all spaces are clean and prepared for different programmes in accordance with the requirements of renters and course leaders;
- Ensuring all technical requirements are met and spaces prepared for users (PA systems, screens, props, lights etc.);
- Providing briefings / inductions and handovers to clients and end users (in close collaboration with technical staff);
- Keeping a record of all technical resources used;
- Working with the accommodation team at Christopher Court to ensure all accommodation requirements are met – providing detailed accommodation booking information, room requirements, check-in/out processes, bedding, kitchen packs, cleaning / laundry etc.;
- Ensuring internationally based summer students and teachers are met at airports and transferred to College where required;
- Liaising with other RBC staff as required;
- Dealing with IT related questions and other ‘problem-solving’ requests;
- Other duties as required.
SPECIAL REQUIREMENTS OF THIS ROLE
There may be some evening and weekend work required during the summer (time off in lieu will be given for any hours worked outside normal office hours).
All employees are required to comply with the College’s Health and Safety, and Equal Opportunities Policies in the performance of their duties and are required to complete statutory training programmes on Equality & Diversity, Data Protection, Bribery and Health & Safety.
N.B. Variation to job description: Rose Bruford College reserves the right to vary the duties and responsibilities of the post-holder within the general conditions of service. The duties and responsibilities outlined above will be periodically reviewed and may be altered as the changing needs of the College requires. Any changes of a permanent nature shall be incorporated into the job description in specific terms.
Approved by SMC on 7th September 2017 (Minute 17.18.01.011.2)
Signed by Employee: …………………………………………….. Date ……………………………….
Seen by Human Resources on 21st September 2017
Person Specification
Post Title: Administration and Events Assistant / Reference: (2017) RBC323
Attributes / Essential / Desirable
Knowledge
- Knowledge / experience of stage / events / production management.
- Understanding of theatre / performing arts / education.
- Experience of customer service.
- Experience / knowledge of general administrative tasks.
- Excellent knowledge of MS Office software (Word, Excel, Outlook) / Y
Y
Y / Y
Y
Skills & Abilities
- Proactive and self-motivated, able to work with minimum direct supervision.
- Problem solver.
- Excellent attention to detail.
- Excellent written / verbal communications skills. / Y
Y
Y
Y
Qualifications
A good standard of education, preferably to A Level/HND or equivalent
Stage / events management qualification. / Y / Y
Other or Special Requirements
(2017) RBC323 Events and Administration Assistant (Fixed Term Contract)