JOB DESCRIPTION. Events Administrator

Transcription

1 Association of Colleges The Association of colleges (AoC) exists to represent and promote the interests of colleges and provide members with professional support services. As such, we aim to be the authoritative voice of colleges based on credible analysis, research, advocacy and consultation with colleges and the first choice destination for guidance and advice for members. AoC was established in 1996 by colleges themselves as a voice for further education and higher education delivered in colleges at national and regional level. Our membership includes General and Specialist Further ducation colleges and Sixth Form colleges in ngland and we work with other college associations via the UK Council of colleges AoC's structure includes a busy national office in London, an active network of nine regional offices and a wide range of member networks, through which staff and Governors inform and shape AoC policy and activity. JOB DSCRIPTION vents Administrator Job Purpose: To support the Registration Manager in the administration of delegate management, online registration management, website administration and to provide high quality customer service for the AoC Annual Conference and xhibition, both pre-event and onsite. To work with the broader vents Team providing effective administrative support for the Annual Conference. Department / Directorate AoC Create vents Reports To People Management Director of vents Direct Reports: none Indirect Reports: none 1 P a g e Job Title:

2 Monetary Responsibility Budget/ Revenue Generation: none Risk Management: xternal Key Contacts Internal Key Contacts AoC Members, sector stakeholders vents and Sponsorship team Key Accountabilities & Responsibilities: Including but not limited to: 1. Delegate management for the AoC Annual Conference and xhibition, including delegate registration enquiries via telephone, and written correspondence. 2. Maintenance of the Annual Conference account and responding to delegate enquiries as appropriate on a daily basis. 3. Maintenance of the Annual Conference Website using a content management system. 4. Assisting the Registration Manager with management of the gala dinner, responding to enquiries and updating the seating plan and database daily. 5. Assisting the Registration Manager with the guest invitation process. Responsible for the booking of all guest invitations and chasing outstanding responses. 6. Management of Annual Conference delegate data, to include cleansing of data, production of weekly delegate lists and preparation and proof-reading of all printed delegate data for the conference e.g. delegate lists and badges. 7. Onsite support to the Registration Manager at the Annual Conference. 8. Supporting the Team Co-ordinator in preparation of event materials and transportation arrangements of event equipment. 2 P a g e Job Title:

3 9. General administrative support to the vents team and Director of vents as required. 10. Flexibility in the undertaking of any other related duties. 11. Note: The post holder will be required to attend the Annual Conference in Birmingham which involves weekend working and overnight stays. The post holder may occasionally be required to attend additional events in the UK which may involve an overnight stay. PRSON SPCIFICATION Competencies Competency Min Level for the job (Level 0-4) Working with others 1 Communicating with others 2 Influencing 1 Making effective decisions 1 Analysing and interpreting 1 information Planning and organising 2 Taking personal responsibility 1 Upholding ethics and values 1 Coping with pace, setbacks and 1 change Additional Requirements Description ssential Desirable ducation/ Qualifications/ Professional Bodies Minimum requirement of qualifications at A-Level or equivalent Knowledge Skills and xperience A thorough working knowledge of xcel, Word, Outlook xperience of using ventsforce online events software D 3 P a g e Job Title:

4 xcellent customer services skills Ability to work independently and to enjoy working as a member of a team Well-developed written and verbal communication skills Good personal organisation and ability to handle more than one project at a time, including working to different people within the team Attention to detail and pride in accuracy Ability to operate in a pressured office environment The ability to obtain and show excellent knowledge of online registration software and web content management system. Minimum 1 year s experience of working in events Minimum 2 years experience of working within a busy office Recent experience of working in a customer-focused environment Web administration experience Attributes A can-do attitude with a high level of personal motivation and pride in their work Ability to be friendly, helpful and authoritative on the telephone Plenty of stamina to work long hours in an often-pressurised environment A personality which is calm under pressure, and well presented A diplomatic approach to people particularly when dealing with conflicting priorities The ideal candidate will thrive on working with a busy team and understand and take pride in their vital role in relation to the success of the team Willingness to work longer hours if required and occasional weekend work. Demonstrates respect for equality of opportunity & diversity and works to actively promote an inclusive work environment & good working relationships amongst staff Actively works to support and develop staff under their management. Demonstrates an interest in Further ducation Demonstrates commitment to own learning and continuous improvement through training and development. D Acknowledgement 4 P a g e Job Title:

5 This job description has been designed to indicate the general nature and level of the work performance by employees within this post. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications / experience required by employees assigned to the role. These may be subject to future amendments following appropriate consultation 5 P a g e Job Title: