Voluntary Action Scotland

Events and Organisational Support Officer

Job description and Person Specification

Job Title: Events and Organisational Support Officer

Location: Central Glasgow

Salary: c. £20,000

Line manager: CEO

Reports: None

Main purpose: To co-ordinate and undertake events planning and delivery across all VAS events, including the national conference. To provide personal assistance support to the CEO and VAS Board. To provide a wide range of support to the organisation, its membership and stakeholders. To provide administrative support including basic finance, HR and compliance processing.

Main duties and responsibilities:

  1. Event Planning

1.1Working with the Development Coordinator to plan and deliver the annual VAS Conference, network meetings and other events as required.

1.2Negotiating and liaising with events venues and arranging facilities

1.3Assisting with promotion of events to the network

1.4Managing enquiries, bookings, payments and administration associated with all events

1.5Developing and retaining event planning tools including progress charts, logs and electronic bookings

  1. Personal assistance
  2. Diary management, prioritisation and arrangements for the CEO and Chair
  3. Developing and managing good communications with a range of stakeholders
  4. Management of communication to the CEO and redirection as appropriate
  5. Processing expenses and travel arrangements
  6. Arranging paperwork, schedules and travel plans for CEO
  7. Assisting CEO with filing, correspondence, report and presentation preparation
  1. Board support
  2. Arrange board meetings
  3. Taking, preparing and distributing minutes, agendas and all other paperwork to deadline
  4. Managing and supporting follow up actions for meetings
  5. Communication and support to the Convenor as chair of the board
  6. Making other arrangements for board members including travel, accommodation and expenses
  1. Network support
  2. Providing support including agendas, taking, preparing and distributing minutes for meetings of standing and sub-committees and the Annual General Meeting
  3. Supporting members of committees and staff on follow up actions
  4. Providing first point of contact information to the membership
  5. Making travel and accommodation arrangements as required
  6. Administration of membership processes
  1. Administration and compliance support
  2. Developing and updating the team workplan
  3. Assisting with the editing and production of reports
  4. Office administration including suppliers, stationery and building services
  5. Retaining accurate HR records and processing leave and sickness requirements
  6. Scheduling and fulfilling compliance matters including OSCR returns, health and safety andreports for funders
  7. Financial administration including processing expense claims, invoices, uploading banking payments and managing contracts
  8. Supporting the finance support contractor as required
  9. Providing a friendly and helpful first point of contact service for the organisation
  10. Other tasks as required

Special working conditions

As duties and responsibilities change, the job description will be reviewed and amended in consultation with the post holder.

The post holder will be expected to carry out any other duties as defined within the broad scope and purpose of the job as requested by the CEO.

The post holder will be expected to attend the VAS annual conference which may involve one or more overnight stays. Some travel within Scotland may be required to support meetings and events outwith Glasgow.

Person specification

  1. Knowledge including necessary qualifications:

Essential

1.1Standard Grade / GCSE English and Maths (A-C) or equivalent

1.2MS software qualifications or equivalent knowledge

Desirable

1.3Event planning or administration qualifications

1.4Financial administration / processing qualifications

1.5Knowledge of customer relationship management systems

  1. Experience

Essential

2.1Event planning, organisation and fulfilment including large-scale complex events such as conferences

2.2MS Office software including Excel, Outlook, Word and PowerPoint.

2.3Experience of working in an admin capacity to support a small team, including travel and accommodation, processing expense claims, supplier liaison, general office and HR administration.

2.4Basic finance administration including issuing invoices and uploading online banking payments

2.5Providing personal assistance to senior staff

2.6Experience of supporting board level meetings with agendas, minutes, report compilation and administration.

2.7Operating digital organisational tools such as Sharepoint, Salesforce and online event booking systems

Desirable

2.8Experience of handling calls and enquiries in a membership organisation

  1. Skills, abilities and aptitude

Essential

3.1Highly organised and methodical approach to work

3.2Ability to exercise discretion and work with confidential information

3.3A strong focus on quality and attention to detail

3.4Excellent customer service focus

3.5Excellent numerical skills

3.6Ability to work supportively in a small team with an external focus

3.7Self-organising and self-reliant

3.8A flexible ‘can-do’ approach to working life

Desirable

3.9Negotiation and resolution skills

3.10Ability to manage challenging customers

Summary terms and conditions of employment:

Salary:c. £20,000

Working week:Full-time position. 9am – 5.30 pm with 1 hour unpaid for lunch (37.5 hrs per week). Some flexibility will be required including extra-time and two overnight stays at the annual conference.

Annual leave:25 days annual leave plus 9 public holidays.

Place of Work:Central Glasgow. Some travel may be required.

Pension: VAS will contribute 6% of salary to a recognised personal pension scheme of your choice.

Probation period:The post is subject to a 6 month probationary period. Following successful completion of the probationary period the notice period will be 1 month.

Sick pay: Statutory sick pay is available for the first year of employment after which organisational sick pay of 6 weeks full pay and 6 weeks half-pay is available subject to certain conditions clarified in the full terms and conditions provided upon joining the organisation.