Job Title: Events Officer
Job Category: Admin / Clerical
Institution: SOCSI - Cardiff School of Social Sciences
Cardiff University School of Social Sciences is seeking to recruit an experienced Events Officer to work within the Wales Institute for Social and Economic Research, Data & Methods (WISERD) research centre. The successful candidate will coordinate WISERD's programme of events, seminars, workshops and conferences across Wales and the UK. To note, this role will involve some travel within Wales and the UK and occasional out of hours working.
Since its inception in 2008, WISERD has accumulated significant research income and currently has a suite of twelve funded projects for a wide variety of funders. Two of these, the Administrative Data Research Centre Wales (ADRC-Wales) (£9m) and the ESRC research centre WISERD Civil Society (£10m) represent significant and high profile investments by the ESRC. WISERD organises and delivers an extensive annual programme of events, which includes a two day annual conference.
This post is full time, fixed term until 30 September 2019 and is available from 1 September 2016
Salary: £20,989 - £25,023 per annum (Grade 4)
The post holder will be responsible to Ms Alice Taylor
For informal enquiries contact Ms Alice Taylor TaylorA34@cardiff.ac.uk
Deadline: Monday 5 September
Cardiff University reserves the right to close this vacancy early should sufficient applications be received.
Cardiff University is committed to supporting and promoting equality and diversity. Our inclusive environment welcomes applications from talented people from diverse backgrounds.
Principal Duties & Responsibilities:
- To work with WISERD academic colleagues, the WISERD Engagement Manager and the WISERD hub team to develop, deliver and evaluate an annual programme of WISERD events to include: seminars, workshops, conferences, roadshows and away-days in accordance with WISERD's overall strategy and funders' requirements.
- To plan, coordinate and undertake administration for all WISERD events, working closely with the WISERD hub team. This includes sourcing and booking venues, organising catering, liaising with speakers, marketing events, managing enquiries and bookings, organising and producing papers/delegate packs, managing on the day. arrangements and evaluating events via feedback surveys.
- To act as the first point of contact for all events related queries.
- To work with the WISERD Administration Manager on event costings, ensuring that events are organised and delivered in line with agreed budgets.
- To organise and support WISERD training and capacity building steering group meetings and annual conference planning meetings, including preparing and circulating agendas, papers and minutes.
- To ensure that details of all WISERD events, event bookings and delegate information are recorded on the WISERD database, ensuring that WISERD's contact database is up to date.
- To manage the WISERD website events listings, Eventbrite account and the WISERD events email account
- To work with colleagues across WISERD to identify relevant stakeholders and key audiences for each event and create targeted mailing lists to effectively market events.
- To liaise with relevant external and internal organisations (such as Cardiff University's School of Social Sciences, NCRM, ESRC, HEfCW, Welsh Government) to ensure that WISERD's event programme is publicised and marketed effectively.
- To work with the WISERD Communications Officer to promote, share and report on events on WISERD's social media channels.
- To support and assist with WISERD events delivered in partnership with other organisations.
- To represent WISERD at relevant external events.
- To organise and lead regular event update and planning meetings for with the WISERD hub team, sharing information about forthcoming events, sharing work when necessary and ensuring that communication between other team members involved in the organisation of events is managed effectively.
- To project manage the organisation of large events such as the annual conference, working as part of the WISERD hub team.
- To draft regular update reports on WISERD's event programme for governance meetings, the WISERD News publication and WISERD's e-newsletters.
- To establish, manage and maintain relationships with relevant staff across Cardiff University and at WISERD's partner universities.
- To manage event equipment i.e. WISERD banners, literature racks, pens, etc. including stock checking, ordering, maintenance, storage, collection and delivery.
- To work as part of the WISERD hub team and provide support to the wider WISERD administrative team by contributing to team meetings, helping provide office cover, developing and promoting good practice within the team and assisting colleagues as and when required.
- NVQ 3/A-Levels or equivalent work experience.
- Extensive previous practical experience of organising and managing large and small events and experience of events marketing and communications.
- Excellent administration and organisational skills, with the ability to manage a busy and varied workload, prioritising and/or sharing tasks as appropriate.
- Experience of delivering multiple events and projects with overlapping timescales and deadlines whilst maintaining excellent attention to detail.
- Proven ability to perform strongly as part of a team with the ability to be proactive, flexible and adaptable in approach.
- Evidence of ability to work unsupervised to deadlines, planning and setting priorities for own work and any work shared with others, and for the monitoring and reporting of progress.
- Excellent interpersonal and written skills, including the ability to deal professionally with a range of organisations and individuals at all levels, including senior staff.
- Evidence of ability to solve problems using initiative and creativity; identify and propose practical solutions and to resolve problems where there are a range of potential options available.
- Good IT skills and proficient use of Microsoft Word, PowerPoint, Excel, Publisher and Access with previous experience of updating websites, using online booking and evaluation tools and working with and updating databases.
- A willingness and ability to work on an occasional basis out of hours, as and when required for evening seminars and events with occasional overnight travel to other universities.
- Fluency in Welsh, written and oral.
- Degree or an equivalent qualification or equivalent work related experience.
- Experience of working in higher education, public or voluntary sectors.
- An interest in social science research.
- A current driving licence.
The Person Specification is split into 2 sections: essential and desirable. Please demonstrate clearly how you meet all of the essential criteria. Where possible you should give examples of how, when and where you have used your experience, knowledge, specific skills and abilities to match those required for this particular job role.
Please ensure that you communicate this fully by creating a supporting statement document, listing all of the criteria and commenting against each one as to how you meet them. This will need to be completed before you begin making your application on line as you will be required to upload it. When uploading the supporting statement the document title needs to read "supporting statement [and should also detail the post reference number ending in BR]" (relevant to the job you are applying for).
The desirable section contains a list of skills, qualifications and experience that it would be beneficial for the jobholder to have.
All short-listing decisions will be based initially on essential criteria, with desirable being used to further select or deselect candidates as appropriate.
We interview those candidates who are the closest match to the identified criteria.
For more information or to apply please click here and search for the reference 5045BR