Senior Events Officer

Buckinghamshire New University is an ambitious, modern university; one that is always open to fresh ideas and thinking. Our staff combine the very best professional practice with inspirational teaching and the University is consistently in the top quartile of the NSS for higher education institutions in the UK, exceeding the sector average in almost every area of the survey (NSS, 2019).

This is an exciting time to join the University, with our new University Strategy – Impact 2022 – and our revised values. The University is poised for the next phase in its development as we seek to develop our impact further, enrich the student experience through innovative and employment-focused education, and realign our professional services in support of our strategic aims.

Are you an experienced  Events Organiser with strong experience of B2B  events – then this challenging and busy role within a lovely team at Buckinghamshire New University could be for you!

We’re looking for a bright, confident individual with proven project management skills and strong commercial acumen to work on a diverse portfolio of new and established events. This role offers a wonderful opportunity for an experienced event organiser to own, nurture and grow their events. 

The successful candidate will be responsible for planning and delivering a number of events, conferences, VC’s dinners and overseeing third party activities on site – e.g. film crews. This will involve end to end management ensuring every aspect of the portfolio runs as smoothly as possible.

This role will comprise dealing with internal and external customers, suppliers, speakers and delegates on a day to day basis. You will be responsible for the on-site management of your events, thus giving you hands-on experience of a varied and interesting range of projects.

In return you’ll get an employer who invests in your development, 30 days paid holiday, plus bank holidays, and a very generous pension contribution, plus subsidised gym membership

If this sounds interesting, then please get in touch.

At Buckinghamshire New University equality of opportunity and diversity is at the heart of all we do and fully integrated into our values. Our aim is to create an inclusive environment where everyone thrives and feels a sense of belonging. We are committed to diversity and welcome applications from different backgrounds and experiences.

Buckinghamshire New University is a Disability Confident employer and as such you will be given the opportunity to declare a disability as part of the application process.

The University is also committed to achieving the Race Equality Charter.

Job Purpose:

Responsible for the planning, organisation and delivery of a range of events and conferences delivered or hosted by the University, as well as overseeing commercial 3rd party activities on site, such as film crews. Under the direction of the Events & Conversion Manager, and working with colleagues across the University, the post holder will be responsible for the successful delivery of individual events or conferences which contribute to enhancing the University’s reputation, raising it’s profile among target markets, and audiences. The post holder will deliver an events ‘front desk’ service to support colleagues across the university , as well as external clients, and will be expected to drive forward improvements in processes and systems to support the delivery of high quality events.

Main Duties & Responsibilities of the role:

  • Plan, and organise all aspects of the of specific University delivered or hosted events and conferences from logistics and on the day management to follow up and budgeting.
  • Meet with clients (members of Academic Schools, members of the Vice Chancellor Office, Professional Services and external customers), and take written brief for individual events or conferences. Provide and agree written plan and costings. Liaise with clients to identify objectives, target audience and measurement for the event or conference.
  • Agree appropriate communications channels and media with staff across MSR and through effective liaison with the client. Implement the agreed promotion, monitoring all campaign elements and instigating further promotion and PR as required to deliver on the agreed event targets.
  • Supported by relevant colleagues in MSR, plan, initiate and monitor the web presence of the event or conference, including content, where appropriate and when agreed with client.
  • Drive forward process and system improvements to support the delivery of high quality events, including post-event follow-up.
  • Initiate and chair all planning meetings with relevant parties, maintaining records.
  • Maintain event or conference budget records and monitor expenditure, seeking cost savings where possible without compromising the quality of the customer experience. Evaluate the effectiveness of this spend and ensuring all activities provide good value for money
  • Identify space requirements and liaise with estates and time tabling to secure appropriate space. Source and secure alternatives where necessary.
  • Liaise with suppliers as required to secure products and services, such a refreshments, layouts etc.
  • As agreed with the internal client, organise and liaise with speakers (where required), managing and communicating all logistical arrangements. 
  • Maintain and promote internally and externally, the University Events calendar.
  • Maintain systems for tracking of registrations and attendance. Analyse figures and prepare reports. Provide verbal and written updates.
  • Manage the evaluation process for events, ensuring appropriate follow up is conducted, results monitored, analysed and reported back to client
  • Undertake any other responsibilities as required by the Events and Conversion Manager.
  • PERSON SPECIFICATION

    E – Essential D = Desirable A = Application T = Test I = Interview

    Education, Qualifications & Training

    E / D

    Means of Testing

    Degree or equivalent hands on B2B event management experience

    E

    A

    Relevant postgraduate or professional qualification or evidence of relevant and recent CPD

    D

    A

    Knowledge & Experience

    E / D

    Qualification in events management/related discipline (or demonstrable equivalent knowledge). Higher education experience an advantage.

    D

    Experience of planning, organising and on the day management of events and conferences, including all logistical aspects and meeting deadlines

    E

    A/I

    Experience of working on own initiative, establishing priorities and multi-tasking

    E

    Experience of analysing and collating outcomes into reports and presenting findings

    E

    A/I

    Budgetary control experience – keeping accurate records, monitoring spend against budget

    E

    Experience of using data to support recommendations and ROI

    D

    A/I

    Relevant experience in customer-facing role and clear understanding of customer service principles

    E

    A/I

    Developed understanding and good experience of using CRM systems, with particular regard to events bookings

    E

    A/I

    Excellent and in-depth knowledge of word processing and spreadsheet packages (MS Office)

    E

    I

    Skills

    E / D

    Strong organisational skills with the ability to drive multiple projects simultaneously. Proven track record of delivering events on time and within budget.

    E

    A/I/T

    Excellent communication skills. Able to communicate effectively with all levels of staff internally and externally

    E

    I

    Strong written communication skills

    E

    A/I

    Strong administrative and organisational skills

    E

    A/I

    Outstanding planning and time management skills. A drive to succeed is essential to assist in the smooth running of the event

    E

    A/I

    Self-starter with the ability to generate ideas, exercise initiative and to work effectively both independently and as part of a team with a pressurised environment

    E

    I

    Ability to problem solve in difficult customer-facing situations and under time pressure

    E

    Ability to remain calm and courteous at all times.

    E

    A/I

    Excellent interpersonal, networking and negotiation skills

    E

    A/I

    Strong numeracy skills

    E

    Ability to work flexibly and adapt to changing environments

    E

    A/I

    Special Requirements

    E / D

    Willingness and ability to travel to other University Campus’ and off site locations

    E

    I

    It will be necessary to work a number of weekend and evening events annually

    E

    I

    It will be necessary to schedule annual leave around key busy periods which generally arise during March, June and the end of August

    E

    I

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