Maggie Keswick Jencks Cancer Caring Centres Trust

Job Description

1. JOB TITLE: Products& Events Co-Ordinator

REPORTS TO: Products & Event Manager

RESPONSIBLE FOR: Volunteers on adhoc basis

LIAIASES WITH: All fundraising staff across the organisation, Media and Communications staff, Programme staff, external agencies and suppliers

PAY BAND: 5

BASE: London Office, Hammersmith

2. JOB SUMMARY

The Products & Events Co-Ordinator will be part of the Products team and will work with the wider Products Team to help deliver Maggie’s bespoke events, including Maggie’s Culture Crawl,steward and support all third party event participants across England and Wales and assist the Product and Event Manager in research and development of new products.

The Products & Events Co-Ordinator will deliver ongoing central marketing and stewardship communications to supporters, including email marketing and social media, to fill all our third-party event places. They will be responsible for a first-class supporter experience, ensuring that all financial and participant information is stored correctly on our supporter database.

The postholder will provide administrative support to the Products team and will be the first point of contact for calls, emails and requests from our supporters. They will support the team to build and deliver a growing base of event and productactivities, all of which depend on efficient administration, thorough research, creativity and planning. They will support the team to deliver event logistics, participant focused support and raise awareness of Maggie’s.

The post holder must be prepared to travel throughout the UK and to work varying hours. In order to work effectively in a changing environment, flexibility is required. Any other tasks that may be requested will be at the same level of responsibility and terms and conditions of employment.

Since opening the first Maggie's Centre in Edinburgh in 1996, Maggie's has expanded rapidly with a total of 19 Centres in the UK, Online and abroad, with a further 11 planned over the next 5 years. The post holder will support this growth by by supporting the income generation through our product portfolio.

3. ORGANISATIONAL POSITION

The Products & Events Co-Ordinator reports to the Product & Event Manager, within the Products team.

4. KEY RESULT AREAS

KRA 1. Primary job requirements:

  1. To work with the team to ensure the timely and professional delivery of events.
  2. To maintain regular communication with event participants and develop relationships with key supporters committed to fundraising for the organisation.
  3. Deliver agreed participant and enquirer communication strategies, across all media including compiling and undertaking mailings, digital marketing and social media.
  4. Act as first point of contact in the team for all enquiries relating to events. To take telephone and email messages and respond to enquiries as appropriate.
  5. To write to participants, update existing event correspondence and ensure correspondence timelines are adhered to.
  6. Develop and maintain database, including the inputting of new contacts as they are generated and producing reports and queries as required.
  7. To work with the Product & Event Manager to ensure that the relevant teams are kept regularly updated on all activity. i.e. coordinating information and reporting across teams.
  8. To work with the Product & Event Manager to provide thorough analysis of products so we can regularly review our portfolio and fill in any gaps to our offering.

KRA 2. Event Logistics

  1. To liaise with venues and contractors regarding event requirements to ensure excellent service and successful events.
  2. To recruit and communicate with volunteers, manage team stock, compile kit lists and support with the co-ordination of event logistics and staffing plans.

KRA 3. Finance and Policy

  1. To assist the team in maintaining detailed budget records and income and expenditure accounts for each event to ensure cost effectiveness.
  2. Work closely with the Finance and Supporter Care teams to ensure income is coded quickly and correctly.
  3. To ensure compliance with all internal financial polices and the Institute of Fundraising guidelines.
  4. To manage the payment process of event attendees.
  5. To ensure that our participants receive the highest level of support in their fundraising activities.

KRA 4. Administration and Information Technology.

  1. Responsible for data entry, online form creation, report generation, production of literature, presentations and other communication materials as required for the Product team.
  2. Responsible for all administration activities related to the portfolio, and wider team where appropriate, including record keeping for budget management, maintenance of stock and re-ordering of fundraising and promotional items.

KRA 5. Other

  1. To be involved in keeping members of Project Groups and other stakeholders regularly updated in developing cross-organisational commitment.
  2. Work closely and considerately with the other departments in the organisation that will be involved in the successful delivery of events. These departments include: Finance, PR, Supporter Care, Data, Digital and Marketing.
  3. Conditions of employment are in accordance with contract of employment, Maggie’s policies and procedures and other conditions as described in Maggie’s staff handbook.

MKJCCCT Job Description

Person specification

Job title: Products & Events Co-Ordinator

Essential / Desirable / Proven by
Training and qualifications / Educated to degree level or equivalent. / CV, references and certificates
Experience / Experience of administration and meticulous record keeping with excellent skills in this area.
Minimum of 2 years experience in event co-ordination / management.
Experience of meeting financial targets.
Excellent customer care via verbal and written communication, telephone, interpersonal and networking skills.
Excellent computer skills and working experience of word processing and database packages. / Experience in the not for profit/charity sector or of high quality customer care strategies.
Relevant experience of working in a busy and fast paced environment.
Experience of assisting in the development and delivery of fundraising products.
Ability to develop excellent working relationships with staff, supporters, fundraisers and volunteers.
Experience of undertaking projects independently and seeing projects thorough to completion. / CV, interview and references
Knowledge and Skills / Good IT skills including database knowledge.
Excellent attention to detail and methodical approach.
Excellent planning, time management and organisational skills.
Ability to identify opportunities that could enhance the team’s effectiveness and operation.
The ability to juggle a wide range of activities, prioritise own workload, deal with conflicting demands and meet tight deadlines. / Knowledge of
data protection
and Gift Aid.
Managing venues, suppliers and contractors.
An awareness of and sensitivity to
cancer issues.
Excellent written communication skills and ability to produce regular content for digital media including email and social. / CV, references, interview and selection procedure
Personal / Ambitious, innovative, target-driven and self-motivated.
A creative, pro-active and energetic attitude with the ability to motivate and inspire fundraisers.
A desire to produce work to the very highest standard and enjoy looking for ways to exceed expectations.
Trustworthy, patient, flexible and a good relationship builder.
The ability to show tact and discretion when dealing with sensitive and confidential information.
Flexibility and willingness to work outside normal office hours when the occasion demands. / CV, interview and exercises

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Products & Events Co-ordinator, May 2016