Job Description: Conference & Marketing Administrator

Transcription

1 Job Description: Conference & Marketing Administrator Purpose of the Post This post will fulfil the day-to-day functions associated with the delivery of events, including significant involvement on-the-day of the event and delivery itself, along with providing day-to-day support to the Communications and Marketing Team. The role will be evenly split between the two functions (35 hours per week). The role will be based in Oxford Street, Glasgow but some travel will be required to National Office in Edinburgh for team meetings and travel will be required throughout Scotland to participate in the delivery of all scheduled events. Work Responsibilities Coordination of event administration Ensure strategic administrative management of all queries and activities associated with incoming queries to the external event public folders, whilst also ensuring all queries are responded to Respond to event enquires in a timely manner; inclusive of verbal and enquiries To coordinate all event activities so they are carried out in harmony with other corporate team needs Produce and work co-operatively with other staff to ensure effective and efficient administrative support is provided to all aspects of daily work tasks and review administrative processes and procedures to ensure they remain effective and efficient Coordination of event tasks To lead on the delivery of all event administration tasks, such as but not inclusive to producing delegate information, invoices, ensuring all event materials are available as and when needed, in order to complete delivery To liaise and coordinate with external suppliers when it comes to producing event materials such as name badges and signs To coordinate and arrange for appropriate event floats to be available on event day When required, join meetings and participate in the process of preparing budgets with the Head of Conferencing and External Events, including coordinating and sourcing proposals from external suppliers and making recommendations. To have responsibility for coordinating all exhibitors, delegates and sponsorship needs associated with event delivered, both in the planning stages through to post-event Coordinate all enquiries and responds to for the organisation to attend third party events, including the coordination of all material and literature required for these events to be undertaken.

2 Delivery of events To coordinate and deliver the set-up and wrap-up elements of large scale events, including being one of the main point of contacts during the delivery of all large-scale events, alongside the Head of Conference and External Events. This will require attendance at all these events. The ability to coordinate and delivery small scale events solely, including focus groups, small seminars and launch events Coordination of C& M marketing and event action plans Work with other team members to produce a marketing plan for each event delivered and ensuring each element of the marketing plan is delivered as outlined Work with the Head of Conference and External Events to produce an events logistics plan, bespoke to each event to be delivered, whilst ensuring that each task on this plan is competed within the agreed timeframes Provide co-ordination to any other team project plan, as and when relevant Promotion of events Actively identify areas to further promote events and/or increase event efficiency Develop key partnerships both internally and externally to promote the work of the Communications & Marketing team Coordination of Team Administration Provide general administrative support to all aspects of team business Support marketing team managers with campaign tasks and desk based research Work with the Information Manager & Design & Print Manager on requests for information materials and support the Information Manager in the stock control of information materials and processing fulfilment orders Coordinate and manage all stationery requests for the organisation Work closely with the Head of Conference and External Events and Deputy Director of Communications and Marketing to ensure all relevant meetings and events are scheduled across the year, as well as providing monthly support to the reporting cycle General To present the organisation professionally in all communications Participate in staff meetings, training and development and supervision when required Promote a positive working relationship between all departments and team colleagues

3 Health and Safety - Be aware of and complying with safe working practices as instructed and in accordance with policies and procedures e.g. fire evacuation procedures, data protection Report any defective equipment to the manager Act in a calm and professional manner when responding to an emergency Quality Control - Implement the aims, objectives, policies and procedures of Alzheimer Scotland Participate in a variety of quality monitoring methods to ensure organisational satisfaction with the department. The responsibilities are to be carried out according to Alzheimer Scotland s standards, policies and procedures as described in the organisation s manuals. Accountability This post will be line-managed by the Head of Conference and External Events. Salary and Grade The post is graded at scale points 15 to 18 This job description is open to review by the organisation at any time and was last reviewed in October 2016.

4 Conference & Marketing Administrator Person Specification The following criteria will be used in shortlisting candidates and in appointing the successful applicant. Please note that the competencies are not ranked in priority order. Professional attitudes and values Essential Desirable Understanding of and empathy with the organisation s aims and values To be reliable and transparent in all work procedures IT High standard in Microsoft Office package (Word, Excel, Access, PowerPoint), and internet/intranet usage Experience of establishing and maintaining a contact database Event experience Experience of establishing and maintaining general office procedures to ensure longevity of efficient systems Experience of delivering events Experience of delivering marketing and logistic events plans Clerical Good interpersonal communication and telephone skills High level of organisational skills & ability Ability to manage own time and to organise tasks and work load in priority of pending deadlines Ability to multi-task at a fast pace

5 Ability to work across multi-disciplines Experience of petty cash systems and banking procedures Personal qualities Ability to be adaptable and work as part of a busy team Ability to forward plan and use initiative