Job Description. Research Development and Support Office (RDSO) University of Bath, Claverton Down

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1 Job Description Job title: Department: Events Coordinator Research Development and Support Office (RDSO) Grade: Grade 6 Reports to: Location: Director of Innovation Centre University of Bath, Claverton Down Job purpose: RDSO runs a significant number of events each year. These are a mixture of regular focussed events, some for business networks such as those run through the Innovation Centre; and some individual, specific events around a particular consortium or for commercial development. The post of Events Coordinator will provide professional leadership for this increasingly important activity. This role opens up new opportunities by coordinating a portfolio of different events across RDSO per annum. A recent audit highlighted that the department plans to run a minimum of twelve, 1 to 2 day events designed to facilitate large research collaborations; 20 events for our academic-to-business networks via the Innovation Centre; 20 one day long events for externally funded projects via the RD&C Research Project Management service; and beyond that there are a range of 40 planned events to coordinate research applications, exploitation opportunities; disseminate information to the academic base, as well as to understand to commercial drivers and market pull, through focussed events, workshops, application surgeries and occasional sandpits. Running successful events is critical for RDSO and is the means by which we bring together academics, businesses and funders. Events are often the first step in creating relationships, which then progress to application development and beyond. With a growing requirement to understand and influence new funders, such as the TSB, RDSO has the need to significantly enhance our ability to run these important aspects of on-going work in a more professional way. The post holder will need to manage the commissioning of events from RDSO staff and implement all the day to day activities, including responsibility for: Engaging with key academics, businesses and funders to design effective event agendas and recruit delegates and speakers Conduct market research in order to identify relevant event content to support RDSO s goals Budget management Hiring and managing temporary staff & contractors to deliver peaks of activity Reporting on events, including identifying outputs and outcomes

2 Day to day administration of Events including: confirming speakers, liaison & booking of venues Online/off-line marketing & promotion of events both internally and to external organisations, particularly to business Establishing and maintaining of a database marketing capability Awareness and promotion of upcoming funding opportunities which could potentially lead to events and networks Ensuring best practice in terms of workshop / events formats The role will be work for RDSO but be part of the Enterprise and Knowledge Exploitation Team, reporting to Director of Innovation Centre who is an experienced innovator of event development. Staff management responsibility: This role will have both a supervisory role for both internal RDSO staff (where relevant) and external contractors where there are peaks in demand with externally funded events. Main duties and responsibilities : Main Tasks: 1. Provide coordination for all events in RDSO and deliver a professional and high quality approach consistently, including direct liaison with, and support for, the most senior University staff, and the provision of an appropriate brief for each event; 2. Provide a similar professional and high quality approach including advice to the organisers at other University events, for example those organised by departments and, when required provide support including the provision of an appropriate brief for the most senior University staff; 3. Pro-actively prepare and present proposals for new events and for refreshing existing events to support the University s corporate plan, vision and values; 4. Coordinate the day-to-day work of external and internal staff, determining priorities; promoting appropriately each event; securing and managing venues and internal and external suppliers; managing budgets; 5. Recruit, supervise and train temporary staff for events at times of peak demand. 6. Manage appropriate databases in support of RDSO, including the management of invitations to events; 7. Work pro-actively with RDSO staff to maximise and realise the publicity opportunities for each event, including the appropriate use of social and new media; 8. Organise feedback from attendees of events in order to engender a process of continual improvement; 9. Contribute to other work of the Office, and of the University, as appropriate and as agreed from time-to-time.

3 Links: All staff in the RDSO Senior University staff, such as the Pro VC Research, Deans and Associate Deans for Research Academic and non-academic departments and colleagues External suppliers TSB Business organisations e.g. the CBI, Institute of Directors & The Economist Conferences Networks run out of Innovation Centre or is that under External suppliers Special/Unusual Requirements of the Job: A number of events, particularly lectures and dinners, are held in the evening and the appointee will be expected to oversee, with events support, a number of these events in person.

4 Person Specification Post: Research Events Coordinator Department: RDSO Criteria Essential Desirable Assessed by A/F I/T R Qualifications Good degree or relevant equivalent qualifications Qualification in events management or a relevant professional field or relevant equivalent events experience Knowledge and Experience Successful and relevant project management (ideally in event management), including team leadership, in situations where attention to detail is vital Successful experience of managing a range of high profile events. Background of higher education or similar work Skills Excellent communication skills, written and verbal, including writing briefs Excellent interpersonal skills Sensitivity to handling high profile VIPs and guests; social and emotional intelligence to handle such situations deftly Ability to lead and manage staff effectively Team working skills able to work effectively with RDSO staff and across the University, including Corporate Communications

5 ICT and WWW literate ability to use technology effectively to improve communication and efficiency. Ability to gather and communicate best practice in events management Speech-writing skills Attributes Willingness and ability to work out of hours normally by prior arrangement Interest in current affairs and corporate affairs. Code: A/F Application form, I/T Interview/Test, R - References