NATIONAL MEMORIAL ARBORETUM
Job Description
Job Title: Events Assistant
Reporting to: Events Manager
Role Purpose: To support the administration, planning and delivery of events and functions at the National Memorial Arboretum as directed by the Events Manager and in a manner that reinforces the site as the National centre of remembrance. To deliver all activity to time and to budget.
To be a point of contact for external clients and to ensure that event administration is kept accurate and up to date.
Key Responsibilities:
· To support the Events Manager in organising and delivering a range of internal, corporate, remembrance and VIP events. This includes Memorial Dedications and Services, National Memorial Arboretum managed events (with visitor numbers up to 20,000+) and Third Party events delivered at the National Memorial Arboretum.
· To assist members of the Events Team and other departments with all aspects of event administration and planning.
· To support internal and external stakeholders to ensure correct events procedures are followed at all time.
Main Duties & Responsibilities
EVENT ADMINISTRATION
· To support the booking and scheduling of events in the NMA’s diary and working closely with internal departments, such as Visitor Services, Marketing, Facilities and Grounds and with the Events Manager communicate event plans and ensure minimum impact on the operation of the NMA.
· To work with the events team to produce event plans, event briefing notes, and regularly sending scheduled updates to other departments.
· Organise internal and external meetings when required, writing agendas and taking minutes; plus circulating feedback forms to monitor the delivery of an event.
· To maintain accurate records of past events to ensure that future events requirements are fully understood
· Raising purchase orders and processing payments and ensuring all events run within an agreed budget.
EVENT PLANNING
· To act as a point of contact for events.
· Assist the Events Manager in the planning of events
· Support the Events Manager in the planning and delivery of a range of internal, corporate and remembrance events as well as any ad hoc use of The National Memorial Arboretum.
· To liaise with the Volunteer Coordinator to ensure that adequate resources are in place.
· Work with the Events Manager to ensure that all events are professionally organised and delivered to the highest possible standard.
EVENT DELIVERY
· Attend early morning, evening and weekend events as and when required.
· Support the setup of internal events, working with the Duty Manager, VSS, Foodservices & Caretaking team as required
· Deliver the highest standards of customer service at all times.
EVENT DEVELOPMENT
· Research into existing events at similar or like venues, keeping abreast of current trends.
This job description reflects the current requirements of the role. As duties and responsibilities change and develop, this will be reviewed and will be subject to amendment in consultation with the post-holder.
GENERAL
· To implement the Equal Opportunities Policy into your daily activities.
· To be responsible for your own health and safety and that of your colleagues, in accordance with the Health & Safety at Work Act (1974) and relevant EC Directives, including reporting any health and safety hazard immediately you become aware of it.
· To work in accordance with the Data Protection Act (1998) and to ensure all new systems are reported to the Data Protection Officer.
· The NMA operates on a full year basis and is open to the public on weekends and public holidays. Preparation for opening of events requires work throughout the day from early mornings to late evenings. Staff are required to be flexible and Managers will be mindful of the Working Time Regulations.
PERSON SPECIFICATION CRITIERIA / ESSENTIAL /DESIRABLE / HOW TO BE MEASURED; APPLICATION/CERTIFICATE/ INTERVIEW/ASSESSMENT
QUALIFICATIONS
Good standard of general education to GCSE level or equivalent / E / Application
KNOWLEDGE & EXPERIENCE
Demonstrable experience delivering events / D / Application/Interview/Assessment
Demonstrable administrative experience / E / Application/Interview/Assessment
Experience of working in teams / E / Application/Interview
Budget control experience / D / Application/Interview
COMPETENCIES
Customer Service – level 2 / E / Application/Interview
Relationships building – level 1 / E / Application/Interview
Effective Communications – level 1 / E / Application/Interview
Planning and Organisation – level 1 / E / Application/Interview
Commercial Awareness – level 1 / E / Application/Interview
SKILLS & ATTRIBUTES
Good IT skills including Microsoft Office and databases / E / Application/Interview/Assessment
Persuasiveness, diplomacy and resilience / E / Interview
Ability to deal with sensitive situations / E / Interview
Proven ability of effective time management and forward planning / E / Interview
Understanding of Arboretum mission and values / E / Interview
Empathy with Legion Mission and Values / E / Interview