Job title: Event Coordinator
Accountable to:Events Manager
Key relationships:Chief Executive, Vice President Education, RSU President, Vice President Welfare, University Staff, Societies, Students, Contractors, External Staff
Location:Froebel College, Roehampton although regular time on other colleges maybe expected
Hours:35 hours per week
Purpose of post:To assist the union on offering an excellent event and entertainment programme by providing key planning, support and assistance to the Events Manager
Reports to:Events Manager / Direct responsibility:
Event Interns, Student Staff
Role Code:
RU 4 - £23,518 – £25,315 / Role Title:
Event Coordinator
General Requirements to reach effective performance
General attainment:
Educated to degree level or equivalent college/University experience.
2+ years experience in a similar role, with experience of student facing events / Job related work experience, skills and knowledge:
To be able to Work independently on projects and being both proactive in supporting and advising students and reactive when they need support.
Ability to the technical side of events and its delivery to ensure events run smoothly. / Time required to achieve effective performance:
2 months
Person Specification – Events Coordinator
CriteriaEssential/Desirable
Experience and training
-Experience of running and planning commercial and non commercial eventsE
-Experience of event administrationE
-Experience of working with a wide range of both internal and external contactsE
-Experience of using systems to manage information effectivelyE
-Experience of working in a busy officeE
-Experience in the technical side of sound and lighting E
-Project management experience in seeing through projects from start to finish E
-Training in risk assessment and health and safety D
-Knowledge of working in a students’ union or HE/FED
-Experience with working with young people, volunteers and studentsD
-Previous experience of providing events for the University market D
Skills/knowledge
-A working knowledge of successful events and entertainment programmesE
-A detailed understanding of the requirements for successful events delivery E
-Knowledge and skills in IT and Microsoft OfficeE
-Good working knowledge of working with others to ensure they can realise potential E
-Excellent organisation and planning skillsE
-Ability to successfully promote activities through innovative marketing tacticsE
-Evidence of using good communication techniquesE
-Interpersonal skills (verbal and written) with a wide variety of peopleE
-Knowledge of students’ unions and their wide range of activitiesD
-Knowledge of training part time staff and volunteersD
-Understanding the role of staff in a democratic organisationD
-Experience working with external contractors and event operators D
Personal attributes
-Full commitment to equal opportunitiesE
-Environmentally focussed and a commitment to sustainabilityE
-Ability to relate to and work with a diverse range of peopleE
-Compassionate and rationalE
-Commitment to excellent customer serviceE
-A self starter who works on their own initiativeE
-Ability to work effectively as part of a teamE
-An empathy with students and students’ unionsD
-Attention to detail and organisedE
-Flexible and able to work club night events when necessaryE
-A commitment to helping othersE
-Approachable, good humoured and confidentE
-Ability to work weekends and evenings E
-Commitment to personal developmentE
CommunicationYou will be required to communicate and interact with different audiences.
Professional, clear and accurate reporting is an important function in this role. / The post holder will need to be a confident communicator. In this role you will speak to students who are looking for help. It will be important to remain calm and clear, communicating the options and choices available.
In addition you will need to be confident communicating between numerous staffing teams within one event (Bar team, security team, event team, welfare team) A calm and focused approach to communication is essential.
Teamwork and motivation
RSU carries out a wide range of activity and supply a number of services with a relatively small team, at specific periods being able to work as part of a team is essential.
Your ability to be motivated and to meet deadlines is essential. / A large aspect of this role will involve you managing events and assisting the delivery of events catering upwards of 1000 students. These events are regular throughout the academic year so a well motivated individual who is able to drive and focus other staff is required.
In addition the union has peak times during the year where you will be required to support other events, departments and staff members. Professional standards, self motivation and commitment must be high to benefit our members.
Liaison and Networking
In this post you be required to liaise with other departments, the university and external bodies. / Internally you will need to liaise with a range of stakeholders, key relationships will need to be formed with; UoR Welfare Officers, UoR Security, College Management teams, College Flat Reps, Elected SU Officers.
Externally you will need to form strong relationships with; Event Security staff, Venue Staff, Transport Staff, St John Ambulance
Service Delivery
RSU has a commitment to high standards and continually striving to improve and enhance the student experience. / The very highest expectations in customer service delivery are expected out of all RSU employees. It is essential the information provided is both timely and accurate, a high standard of work and service are essential.
Conflict Resolution and emergency planning
RSU Events often attract large numbers of attendees and on some occasions conflict will arise between attendees / When managing events, the post holder is responsible for the effective handling of scenarios involving all types of conflict including but not limited to, violence, sexual harassment, sexism, racism, homophobia. All incidents must be reported and communicated to the Events Manager, UoR Security, Event Security and UoR Welfare.
Work Environment
The role is based in the Union office which is predominantly a Monday to Friday and 9 til 5 operation. / The majority of your work will take place in the RSU offices which is open plan and operates an open door policy; the office environment is both relaxed and vibrant. Health and Safety of the workplace is overseen by the Chief Executive but all staff members have a responsibility to supporting a safe working environment.
DATE UPDATED: June ‘17