Womens Aid Job Description

WOMENS’ AID JOB DESCRIPTION

EVENTS OFFICER

PURPOSE

To develop and maintain income generation through a variety of new and existing events and activities.

POSITION IN ORGANISATION

Reports to:Media Relations and Communications Manager

Member of: The Business Development and Communications Department

DUTIES AND KEY RESPONSIBILITIES

1. EVENTS PROGRAM DEVELOPMENT & DELIVERY

Input into the strategic planning and development of event planning to sit within the organisation’s core business objectives.
To develop and deliver an annual event plan in line with the departmental business plan and organisational plan.
To lead on all logistical coordination of external and internal Women’s Aid events.
Management of event and project budgets including financial projections and monitoring.
To keep under review all relevant systems for the events function, e.g. marketing lists, delegate lists, feedback capture and budget management.
To work with relevant staff and other relevant external organisations to maximise all opportunities for income generation through event activities.
To develop, implement and evaluate specific events projects as required.
To contribute to the production of all new events resources for new events in consultation with the Media and Communications Manager.
To comply with Women’s Aid’s VAT requirements in all income generation activities
To comply with all relevant aspects of the Data Protection Act when capturing information on individuals attending or speaking at events.
To lead in in negotiation of events packages in line with pre-agreed events budgets.
To assist in drafting and negotiating events contracts, where required, in consultation with the Media and Communications Manager and the relevant member of the Executive Management Team.
To manage an ongoing programme of events activity to increase income through existing and new events.
To explore and secure fundraising/sponsorship support for new events and new related activities, in liaison with the Media and Communications Manager.
Contributing to the development and management of relationships with a diverse range of stakeholders including corporate partners, government officials, charity membership, charity supporters, volunteers, domestic violence experts, case studies and media
The design, update and implementation of event flows and staff rotas.
The writing and monitoring of event risk assessments and safety planning.
To organise and oversee the arrangements for the annual Women’s Aid National Conference.

2. SPECIAL EVENTS/FUNDRAISING EVENTS

To assist the fundraising team with activities relating to Women’s Aid special events such as a Gala Dinner, Corporate event or VIP dinner, to help deliver a successful event which meets Women’s Aid budget requirements in consultation with the Media and Communications Manager and the Fundraising Manager.

3. LINE MANAGEMENT

To carry out management, supervision and development of volunteers in the department to ensure high quality service and achievement of the annual business plan.

4. GENERAL RESPONSIBILITIES

To contribute to team meeting and organisational priorities, to prepare and participate in supervision and appraisal meetings.
To oversee the work of volunteers or temporary support staff as required.
To take direction on projects and priorities from your line manager, which may vary from time to time.
To carry out word-processing, filing, and administrative tasks necessary to comply with the job description.
To maintain clear and adequate records of completed work, and to produce reports on work programmes and activities as requested by management.
To abide by organisational policies, code of conduct and practice, and to work within a framework of equal opportunities and anti-discriminatory practice.
To be flexible within the broad remit of the post.
To be able to occasionally travel within England and work occasional unsociable hours are also required.

Women’s Aid

Events Officer: job description and person specification

March 2014

EVENTS OFFICER:

PERSON SPECIFICATION

EXPERIENCE

Experience of delivering quality events with high profile individuals and/or celebrity attendees, including multi-day event and events with 150+attendees.
Experience of setting up projects from concept through to delivery.
Experience of direct line management of staff or volunteers.
Experience of developing and maintaining general office administrative and information systems.
Experience of liaising with celebrities, VIPs, Ministers, CEOs and Spokespeople, organisations, suppliers and service providers.
Experience of developing and maintaining systems for information storage and retrieval, diary systems, systems for messaging etc.
Experience and knowledge of a variety of computer packages, particularly a good range of Microsoft products. The willingness and ability to learn new packages is also required.
Experience with Raiser’s Edge would be desirable

SKILLS & ABILITIES /

Excellent verbal communication skills, including a persuasive telephone manner and good negotiation skills.
Excellent organisation skills, able to readily prioritise and re-prioritise when required with the ability to work on several projects to deadlines in a complex, changing environment.
Excellent written skills and ability to produce high quality written material, across a range of media and formats.
Ability to network and develop and maintain contacts at a high level, using due level of courtesy and professionalism.
Ability to research, assess and develop potential funding contacts.
Numeracy skills and ability to develop and understand standard budgets and financial information.
Ability to research and seek continuous improvement of Women’s Aid’s events activities in all aspects;
Ability to work on own initiative and effectively within a team.
IT skills, including ability to use Access, Word, Excel, PowerPoint, email and the Internet as required.

KNOWLEDGE

Knowledge of the principles and methods of fundraising for charities, including legal and VAT implications.
Understanding of the principles and practices of marketing.
Understanding of and sensitivity to the issues relating to domestic violence, including the nature of domestic violence and its impact on women and children.
Understanding of the need to maintain confidentiality is all areas of work;
Basic understanding of the role of Women’s Aid (nationally and locally).

EDUCATION/
TRAINING /

No specific education is required for this position, however a certificate in Events Administration or Management or a unit within a university degree on events is desirable.

OTHER
REQUIREMENTS /

Able to demonstrate a commitment and sensitivity to aims and objectives of Women’s Aid.
Commitment to anti-discriminatory practice and equal opportunities.
Willingness to travel and work occasional weekends and evenings as required.

Women’s Aid

Events Officer: job description and person specification

March 2014