News and Events
Events and communications coordinator
JOB DESCRIPTION
Location: Exeter
Reports to: Communications manager
Salary range: £20,000-£27,000
Overall job purpose
The events and communications coordinator will be responsible for delivering Regen SW's programme of events and supporting the communications manager with day-to-day communications activities. The post holder will be a pivotal member of the operations team, which supports the delivery of all of Regen SW's core activities. The role will involve working closely with all members of the Regen SW team and will be key to ensuring that professional standards are maintained at all times.
For a full job application pack download either the word or pdf packs here:
WORD: http://regensw.co.uk/downloads/RegenSW_294.doc
PDF: http://regensw.co.uk/downloads/RegenSW_293.pdf
Principal responsibilities
Events:
- develop and manage Regen SW's events - working with the relevant programme manager
- seek sponsors, exhibitors and partners for Regen SW's events, where relevant
- promote Regen SW's events to potential delegates - including developing suitable promotional material
- liaise with venues, speakers, exhibitors and delegates prior to, after, and at events
- maintain the event HQ database and produce event reports (such as delegates lists)
- collate information (such as delegates packs and displays) for events
- carry out timely post-event analysis of feedback and statistics for future planning, and record details in the ‘information for quarterly reporting' spreadsheet and the database
- attend events, as required, to ensure the smooth running of receptions, ‘badging', and monitoring. Also look after AV requirements, catering, and liaising with contractors
- ensure that events are run to meet Regen SW's ‘green events' policy
- oversee temporary support staff activities for events, as necessary
- ensure meetings, both internal and external to the organisation, are well organised and that itineraries and travel arrangements are arranged
- find, update and communicate external sustainable-energy events using Regen SW's online events' calendar
- work to continually improve the quality and efficiency of event delivery within Regen SW
Communications:
- help to ensure that contractual arrangements for events and communications' activities are understood by all parties and executed effectively
- manage the company's large database and company directory, ensuring that data is inputted and updated correctly. Arrange for new data to be collated and added as required by the rest of the Regen SW team
- send out communications to relevant distribution lists
- proof-read communications as required
- actively seek out news stories relevant to Regen SW and provide press cuttings for the Regen SW team, and date/store and communicate this information appropriately
- assist in designing, writing and producing documents and communications for Regen SW, as necessary
- assist in updating the Regen SW website, as necessary
- ensure quarterly reporting figures are collated accurately
- provide a professional interface with board members, partners, visitors, and the public
General and team working:
- work cooperatively with other members of the Regen SW team to maximise the quality and effectiveness of the agency's output
- respond positively to challenges and tight deadlines
- undertake any other duties, appropriate to the post, as delegated
PERSON SPECIFICATION
Qualifications and general skills:
- educated to A2 level with good grades
- good knowledge of administrative processes and systems
- good typing & IT skills
- experience in setting up and managing databases
- excellent ability to plan and organise own and others' workload
- ability to maintain confidentiality and demonstrate discretion at all times
Events' organisation and communications skills:
- proven track record of organising and managing successful public events
- proven track record of marketing events to drive delegate numbers
- ability to promote sponsorship and exhibition opportunities
- strong proof reading skills
- excellent communications' skills, both written and verbal
- excellent negotiation and influencing skills
Team skills:
- a good team worker
- ability to work constructively and co-operatively with other team members
Personal qualities:
- creative problem-solving skills
- commitment to sustainable energy and developing ‘greener' approaches to office work
- good interpersonal skills
- high degree of initiative and self-motivation
- flexible approach to work, with the ability to deal with a multitude of tasks simultaneously
- willingness to work occasional unsocial hours and to travel as required
- a good eye for detail
- high personal standards
Benefits and term
- fixed-term contract to end March 2011
- salary range £20,000 to £27,000
- 25 days' paid holiday a year plus public holidays
Application process
- apply by post or email via application form, giving evidence of how you meet each one of the requirements of the Person Specification.
- send your application to Chloë Uden, Regen SW, The Innovation Centre, Rennes Drive, Exeter EX4 4RN, or by email to admin@regensw.co.uk
- closing date for receipt of applications is midday, Monday 11 May, 2009
- short-listed candidates will be invited to interview in Exeter on Tuesday 19 May, 2009.
