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.

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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