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Job Title: Events Assistant
Reference No: MLR19
Reports to: Events Officer
Grade: Grade B
Working Hours: 37
Faculty / Service: Marketing and Recruitment
Location: Edinburgh Building, City Campus
Main Purpose of Role: This role reports directly to the Events Officer, and the main purpose is to support the Client Relationship team in organising and delivering high profile events towards recruiting students
Key Tasks and Responsibilities:
Assist and support key recruitment events such as Open Days and Clearing, as directed by the Events Officer
Organise room bookings, venues, equipment and materials required for recruitment events
Produce and work to clear event schedules working closely the Events Officer and student facing teams particularly with Client Relationship Officers, and Marketing Client Officers
Liaise with faculties through Marketing Client Officers to arrange and monitor booking for scheduled student interviews, with input from the Events Officer
Liaise with Client Relationship Officers to arrange and monitor bookings for on-campus recruitment activity, with input from the Events Officer
Provide administrative support to the Events Officer including as required: writing letters, emails, answering queries, making outbound telephone calls and making appointments and bookings
Arrange UK travel for the Client Relationship Team, liaising with Marketing and Recruitment colleagues with relevant experience as appropriate
Provide administrative support to the Client Relationship Team to
ensure the smooth running of recruitment events
Administration of documentation as necessary to engage suppliers and contractors
Provide support to the Events Officer to meet requirements relating to health and safety assessments and insurance provision
Undertake and support staff development as appropriate.
All staff across the Service are required to be flexible to support the focus on student recruitment.
All teams will be required to assist and support key recruitment events such as Open Days and Clearing. To support the Client Relationship team by attending key recruitment events such as when key subject area knowledge is required or additional personnel will benefit the customer experience and deliver the key brand and subject selling points
Special Circumstances: N/A
Part 2A
Qualifications and Professional Memberships:
Experience:
Key Knowledge and Expertise:
ESSENTIAL:
Qualifications and Professional Memberships:
Educated to A-Level or equivalent, or possess significant relevant professional experience within a similar role.
Experience:
Experience of office administration Good telephone manner
Key Knowledge and Expertise:
Ability to communicate with key student recruitment age-groups Excellent communication skills Management of competing priorities for delivery under pressure Excellent organisational and administrative skills Excellent MS office skills, including use of Excel and MS Word Good numeracy skills Good writing skills
DESIRABLE:
Qualifications and Professional Memberships:
Educated to degree level or equivalent, or possess significant relevant professional experience within a similar role.
Experience:
Experience of working in Higher Education
Key Knowledge and Expertise:
Understanding of Events organisation
Part 2B Competencies Communication
Routine information is provided clearly and concisely
Messages are conveyed accurately Notice is taken when information is being given Responds appropriately to requests for information Information and messages are conveyed accurately and promptly
Service Delivery
Provides accurate and timely information
Correctly refers customers elsewhere
Has accurate knowledge of services available in own and related areas of work
Learns from complaints and takes action to resolve them
Work Environment
Follows good practice guidance and complies with health, safety and welfare policies
Accepts responsibility for the effect actions may have on others
Decision Making
Makes timely and considered decisions by gathering sufficient data Considers the impact of decisions on own area of work, that of others
and the Institution as a whole Knows when a decision is beyond the role’s level of responsibility and
when to refer to others
Planning and Organising
Prioritises work to achieve objectives to the standards expected
Proactively works with others achieve their and the team’s objectives
Takes steps to reduce the waste of resources
Teamwork and Motivation
Contributes to the work of the team Provides support, assistance and cover to other members of the
team
Date Completed: May 2016