Job title:Conference & Events Administrator

Post number:CA5156

Reports to:Conference Events Manager

Department:Southcoast Conferences: Accommodation and Hospitality Services

Location:Exion 27

Grade:3

Purpose of the role

To provide accurate and professional administrative support to Southcoast Conferences and Southcoast Event Support Services. Ensuring agreed standards in administration and customer care and deadlines are met and covering absence or heavy workload in other areas as appropriate.

Line management responsibility for: N/A

Main areas of responsibility:

  • To assist with the co-ordination and customer care of our residential and non-residential conference organisers and individual delegates
  • To assist with facilitating, co-ordination and administer Southcoast Conferences residential and non-residential business, including conferences, courses, meetings, self-catering summer accommodation and language school bookings.
  • To assist with facilitating, co-ordination and administer Southcoast Event Support Services bookings, including non-residential and residential on campus and offsite, as well as assist with day to day delegate management and on the day support.
  • To deal helpfully with telephone and face to face enquiries from staff, students, visitors and clients referring complex issues to appropriate colleagues.
  • To attend and facilitate at events hosted at the university and offsite venues and to cover all elements of the event delivery. Including sole responsibility for smaller events taking ownership for all aspects.
  • To assist with setting up, maintaining and managing bookings within Kinetics as well as delegate registration within KxRegistration.
  • To arrange client meetings, site visits for event and conference staff, including attending visits to produce and take minutes of regular meetings as required. Too attend team meetings as required.
  • To process, copy, distribute, produce name badges, signage and other marketing material for conferences and events. To file a range of written material such as reports, bookings, documentation and other correspondence
  • To assist with managing, maintaining and booking pooled classrooms on the university CMIS system for the purpose of Southcoast Conferences business and event support services
  • To assist with projects, reviews and departmental research by gathering, collating and producing information as advised
  • To carry out any other administration duties as required

General responsibilities

  • To undertake other duties appropriate to the grade and character of work as may be reasonably required, including specific duties of a similar or lesser grade.
  • To adhere to the University’s Equality and Diversity Policy in all activities, and to actively promote equality of opportunity wherever possible.
  • To be responsible for your own health and safety and that of your colleagues, in accordance with the Health and Safety at Work Act.
  • To work in accordance with the Data Protection Act.

The person specification focuses on the knowledge, qualifications, experience and skills (both general and technical) required to undertake the role effectively. Please ensure that your application demonstrates how you meet the essential criteria. You will be assessed by your completed application form (A), at interview (I) and in some instances through an exercise (E).

Essential criteria / A, I, E
Knowledge /
  • Clear, concise, timely and appropriate oral and written communication skills, persuasive.
  • Demonstrates ability to influence & motivate colleagues & foster teamwork.
  • Knowledge of the conference and events sector
  • Insight into conferences and event management support
  • Listens well and understands the needs of others; is cooperative.
  • Knows own strengths & weaknesses
/ A
I
A
A
A & I
I
Qualifications /
  • No formal qualifications required

Experience /
  • Knowledge of and ability to deliver customer service standards including telephone use.
  • Familiarity with effective basic office procedures
  • Strong organisational skills.
  • Works systematically and efficiently
  • Meets required objectives and standards on own initiative, (i.e. without undue supervision), including less satisfying tasks.
/ I
A
I
I
I
Managing people /
  • No line management duties

Technical/work based skills /
  • Fast, accurate word processing and presentation skills
  • Basic, accurate keyboard skills.
  • Competence with using spreadsheets, databases, Microsoft Outlook and Word
  • Ability to work independently
/ E
A
E & A
I
Other requirements /
  • Able to work with display screen equipment and sufficient mobility to be able to visit all areas of the site efficiently.
  • Adaptable; interested in learning and developing to meet changing situations; receptive to change.
/ A
I
Desirable /
  • Experience in hotel/catering/tourism/hospitality/events/conferencing
  • Knowledge of the Kinetics system
/ A
A
  • Any appointment is generally made at the bottom of the salary range for the grade dependent upon experience and previous salary.
  • This is a full time post and is permanent.
  • The University of Brighton welcomes job sharers. Job sharing is a way of working where two people share one full-time job, dividing the work, responsibilities, pay, holidays and other benefits between them proportionate to the hours each works, thereby increasing access to a wide range of jobs on a part-time basis. The advert for the post for which you are applying will indicate whether applications from job sharers can be considered (this may not be possible for a post that is already part time for example) and further information can be found on the ‘Balancing Working Life’ section here Benefits and facilities.
  • Annual leave entitlements are shown in the table below and increase after 5 years’ service. In addition, to the eight Bank Holidays, there are university discretionary days between Christmas and New Year. All leave, including bank holidays and discretionary days, is pro-rated for part time employees.

Grades / Basic entitlement per year / Grades / After 5 years’ service
1-3 / 23 days / 1-3 / 28 days
4-7 / 25 days / 4-7 / 30 days
8-9 / 27 days / 8-9 / 30 days
Band 10 and above / 30 days / Band 10 and above / 30 days
  • More information about the department/school can be foundhereProfessional Services Departments or here Academic departments (schools and colleges)
  • Read the University’s 2016 - 2021 Strategy
  • The University has an attractive range of benefits and you can find more information about them on our website.