Job Purpose

As a member of the Events Team, provide professional administrative support for the delivery of a range of stakeholder engagement events, leading on supporting a strand of Alumni, Donor and Reputation Management events.

Coordinate a wide range of events, physically, virtually or hybrid, on and off campus, including some events held overseas. Ensuring all events enhance the University’s brand and reputation to all stakeholders, maximising engagement opportunities with stakeholders at all events.

Required to assist with the on-the-day operational delivery of student recruitment events as delegated.

Main Duties and Responsibilities

1. Responsible for the successful delivery of a number of events physically, virtually or hybrid, on and off campus, nationally and internationally. Taking ownership of the end-to-end process to ensure successful delivery and achievement of key goals.

2. Responsible for production of event proposals, delivery plans, briefing notes and post event evaluation reports for all managed events. Produce summary reports for each event including event budgeting, attendance records and other information relating to event objectives, actively recommending and implementing agreed improvements if required.

3. Responsible for all logistical arrangements such as room bookings, platform management, IT support, liaison with external suppliers, hospitality, speaker travel arrangements and preparing risk assessments for approval.

4 Responsible for identifying the best method of delivery for events such as physical, virtual or hybrid, and ensuring the best venues or platforms are identified and utilised appropriately. Responsible for on-campus or platform event management or briefing of staff members to whom on-campus or platform management has been delegated.

5. Working with the Senior External Relations Events Coordinator to produce event communications and promotional materials, including web content, design, production, delivery, distribution of event materials and, directional signage etc. Ensuring the Brand Guidelines and Directorate processes are adhered to throughout.

6. To act as first point of contact for internal and external participants, supporters and stakeholders, ensuring that enquiries are dealt with swiftly, courteously and to a satisfactory conclusion with understanding and regard to their wider relationship with the university as alumni, potential students, influencers, donors etc. Without upwards referral unless necessary.

7. Responsible for maintaining attendee information, in line with GDPR compliance and using approved systems such as Raisers Edge where appropriate. Maintaining high-quality event management information including, but not limited to, updating participant information, compiling guest and registration lists, producing table plans and name badges.

8. Act as a Purchasing Officer for the section if required, sourcing suppliers and administering expenditure. Keep track of and report against relevant budget codes using the Agresso Finance System (training will be given). Use own judgment to overcome any difficulties and negotiate with suppliers and with the Finance Office to successfully pay suppliers (including overseas suppliers) within the purchasing limits as set by the Finance Office.

9. Responsible for ensuring adequate stock levels are maintained for all planned events and for any ad-hoc opportunities that may arise. Management of branded stock to be accessed by departments across the University ensuring events managed by individual departments have equipment to remain on brand.

10. Provide initial assessment of submitted Events Proposal forms and manage the database of proposed events and events timetable.

11. To represent the University by attending a range of physical, virtual or hybrid stakeholder events on and off campus. Contributing actively to the guest experience and assisting in developing and promoting positive relationships between the University, its alumni, supporters and wider stakeholders.

12. Build constructive professional relationships with colleagues in External Relations and across the University, be a source of advice in relation to Event Management best practice, including maintaining and promoting the events toolkit.

13. Other activities that the Senior Events Manager may assign from time to time.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:

A1 Either: Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role. Or Scottish Credit and Qualification Framework level 7 (Advanced Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role.

A2 Knowledge of privacy and data protection issues and understanding of the requirements of working with personal and confidential information.

A3 Knowledge of events management processes and procedures and experience of specialised equipment, software, policies and procedures, relevant to the role.

A4 Understanding of relevant health and safety policies and procedures relative to the role, and the quality outputs and standards required.

A5 Knowledge of physical, virtual and hybrid event formats and delivery methods.

Desirable:

B1 Demonstrable links with industry contacts.

B2 Understanding of the role and use of social media for customer engagement and marketing

B3 A good grasp of scope of event management software for registrations.

B4 Knowledge of T4 or equivalent web content management system.

Skills

Essential:

C1 Excellent written communication and interpersonal skills.

C2 Excellent time management and organisational abilities with demonstrable high level of administration skill and exceptional attention to detail.

C3 Ability to work under pressure, sticking to strict deadlines and juggling multiple priorities.

C4 Ability to supervise staff and suppliers and work collegiately with others.

C5 Ability to negotiate with external suppliers/performers/outside agencies. C6 Excellent IT skills including Microsoft Packages.

Experience

Essential:

E1 Relevant experience in the event industry or HE sector in a similar role.

E2 Experience of working in a busy team environment.

E3 Experience of organising high-profile events for up to 500 attendees.

E4 Experience of dealing with external agencies and suppliers in relation to event delivery.

E5 Direct experience of working in a customer focussed events or stakeholder engagement environment.

E6 Experience of working independently and resolving unforeseen issues and challenges.

Desirable:

F1 Experience of student recruitment, alumni engagement and reputation events.

F2 Experience of organising high-profile events internationally.

F3 Experience of booking travel and accommodation for speakers and delegates.

F4 Experience with Raisers Edge and Netcommunity software.

Terms and Conditions

Salary will be Grade 5, £26,338 - £30,805 per annum.

This post is full time (35 hours p/w) and open ended.

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University  https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/.

We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.

Closing date: 28 May 2025