March2015

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Job Description

Job TitleAwards Coordinator

Line ManagersInternational and UK Award Managers

Overall responsibility to the Founder Director of Ashden

Job purpose

To manage thecoordination and administration of the application and judging process for the Awards.

To manage travel and accommodation arrangements for winners, judges and assessors.

Provide support to allAward Managers.

To coordinate information storage and communication within the team.

Key working relationships

  • Founder Director
  • AshdenAwards Managers
  • Awards judges, advisors and assessors
  • Members of the Ashden team

Reporting workforce

  • Temporary staff, particularly at time of awards week

Budget

  • Translations
  • Awards week - logistics and entertaining
  • Awards week - Winners’/team stay in London

Geographical location

SFCT HQ– The Peak, 5 Wilton Road, London SW1V 1AP

Principal responsibilities

Application process management

  • Liaise with Award Managers and delegate tasks to Administrative Assistant.
  • Call for entries – assist team where needed to help generate entries for the awards, answer questions from potential applicants, keep those who have registered their interest during the year informed of application procedures.
  • Create and update online application forms using FluidReviewbased on discussions with Award Managers.
  • Arrange translations of application forms and submissions.
  • Respond to enquiries about applications, consultingAward Managers as required.
  • Collate, record, acknowledge and circulate application forms to shortlisting teams.
  • Email all award applicants throughout the application process to inform them of judging outcomes.
  • Work on follow up questions with shortlisting teams and email to shortlisted applicants.
  • Receive follow up questions, references and accounts and circulate to judges and assessors, chasing any missing ones.
  • Plan travel itineraries for international (and other categories where required) visiting judges, liaising with judges and travel agent as needed.
  • Manage judges’ expenses.
  • Collate and manage distribution of visit reports and follow up with visiting judges as needed.
  • Organise judging meetings and interviews, liaising with Award Managers and delegating tasks to Administrative Assistant.
  • Ensure that all deadlines are met.
  • Ensure that information about applications is filed on the Ashden IT systems in a way that is clear and accessible to other team members.

Awards week

Coordinate invitations to Awards ceremony and other events

Initiate review of invitation list.

  • Work with management team on compilation of invitation list.
  • Set up and manage online booking system (Eventbrite) for all appropriate events.
  • Issue invitations and maintain lists of responses.

Event administration for ceremony and conference

  • Coordinate conference and ceremony logistics, liaising with the Head of Communications as needed.
  • Administer online booking system.
  • Be main point of contact on the day for conference and ceremony for team and venue staff.
  • Coordinate production of conference papers, badges, exhibition materials etc.

Winners

  • Coordinate arrangements for Gold Award interviews and awards week, and for the winners during that week, eg:

-The hotel.

-SFCT finance department on expenses payments.

-Winners before they come to London re. visas, flights etc.

-Practical arrangements whilst in London such as travel from airport.

-Compilation of individual programme for each winner for awards week.

-Compilation of welcome packs.

-Interpreters where needed.

-Keep PR team informed of winners’ timetable.

Post awards

  • Ensure all winners have provided bank details and arrange payment of expenses.
  • Compile actual spend to add to end of year budget.

General coordination and administration

  • Engage in regular discussions with Award Managers and the Founder Director on all awards matters.
  • Managethe storage of files and information on the Ashden IT systems, including Toucan, contacts database,extranet and others as required.
  • Take notes at team meetings.
  • Process all relevant invoices/payments.
  • Work with the SFCT IT team and all of the Awards team to develop, design and maintain IT systems and procedures to enable more efficient working.
  • Provide administrative support to the team as needed
  • Delegate work to Administrative Assistant (eg printing and sending information to judges, housekeeping for meetings, routine work on database).

Knowledge / Skills / Experience required for the post

Essential:

  • Proven administration skills.
  • Highly organised.
  • Excellent IT skills, including Excel, Word and Outlook.
  • Experience with Sharepoint or other information management software.
  • Clear written and verbal communication.
  • Excellent time management, able to prioritiseand see the big picture.
  • Mature and confident with excellent interpersonal skills.
  • Meticulous and with thorough proof reading skills.
  • Team player.
  • A motivated self-starter.
  • Able to take responsibility for decisions, particularly in relation to arrangements for winners, and find solutions to problems.
  • Diplomatic and aware of protocol.
  • Preparedto be flexible regarding working hours particularly around Awards time when it will be necessary to work longer hours.
  • Numerate.
  • Level headed.
  • Equally comfortable taking on both demanding and the more routine tasks.

Desirable:

  • French or Spanish language skills.
  • Experience and knowledge of environment or development sectors.