JOB DESCRIPTION

1.Main Details

Job Title / Events Production Officer
Department / Events and Administration
Responsible to: /

Events and Administration Manager

Responsible for: / N/A
Place of Work / NUS HQ and Other locations as required
Hours of Work / 36 hours per week – Monday to Friday
  1. Purpose of Job

To co-ordinate, negotiate, plan and deliver high quality, conferences and events on behalf of NUS. To hold budgeting and financial responsibilities. To ensure events are compliant with risk management and accessibility policies and procedures and advise on their development.

  1. Main Duties and Responsibilities

To co-ordinate, negotiate, plan and deliver high quality, conferences and events on behalf of NUS.

  • Plan deliver and manage NUS’ conferences and events as requested by the NEC and key members of staff
  • Source and lead negotiations over cost effective, high quality venues that meet the needs of the Membership and NUS guidelines
  • Develop, maintain and monitor compliance with NUS events guidelines and procesures
  • Liaise with NUS Officers and Staff over their events needs preparing detailed reports and recommendations as required
  • Inspect and assess venues for their accessibility and develop access policies
  • Liaise with all external stakeholders in relation to general and constitutional queries relating to events and conferences
  • Adopt flexible problem-solving skills to accommodate the ever-changing demands of conferences
  • Be responsible for the provision of appropriate audio visual, networking and IT facilities at Conferences and Events
  • Ensure that all constitutional events are run in accordance with the regulations/schedules laid out in the NUS constitution in conjunction with the relevant NEC member/s and Committee/s
  • Prepare detailed venue reports for officers and lead staff to inform their decisions on venues for events.
  • Manage pre and post event delegate information, advice and guidance including the production of feedback systems and reports
  • Ensure that the event is successfully run on the day, by being proactive on site, making sure problems are addresses, and offering high quality customer service.

To hold budgeting and financial responsibilities.

  • To produce, monitor and manage substantial budgets for all NUS events
  • To be responsible for ensuring adherence to financial procedures and ensure that budgets are produced and purchases are logged at all times.
  • To be responsible for advising where further saving can be made.
  • Negotiate best rate for venues/services at all times
  • Make recommendations for suitable delegation rates and prepare invoice data for finance department
  • Responsible for financial reporting, recording, and evaluation of conference/event expenditure
  • Identify areas where financial savings could be made and take appropriate measures to do so

To ensure events are compliant with risk management and accessibility policies and procedures and advise on their development.

  • To develop and monitor compliance with events risk management policies and procedures
  • Carry out appropriate risk assessments/accessibility checks accordingly prior to events to reduce hazards/problems
  • Anticipate accessibility needs in compliance with the Disability Discrimination Act to enable full participation at NUS’ Conferences/Events

Customer Care

  • Ensure the needs of the Membership and external stakeholders are paramount in all work undertaken, identifying areas where customer care could be improved and making recommendations as and when new methods become available
  • Exercise care and consideration when presented with sensitive situations and initiate solutions as deemed appropriate in line with NUS protocols
  1. Responsibility for Resources

The post-holder is responsible for ensuring that all assigned/delegated conferences, development areas, events and projects keep within agreed budgets.

  1. General
  • Ability to work with political awareness and sensitivity
  • To work flexibly in an organisation in which leadership and priorities regularly change
  • Maintain good judgement and strict confidentiality at all times
  • Communicate to venues the NUS environmental and ethical protocols, health and safety requirements and access needs
  • Ensure the appropriate induction of temporary staff
  • Revisit current working systems and practices, making improvements where necessary
  • Maintain a high standard of customer care in service delivery
  • Attend events and meetings as required
  • To use IT applications (word processing, email etc) to service the posts administrative needs.
  • To work towards the achievement of organisational goals and quality standards in accordance with NUS’ Strategic Plan
  • To take part in organisational projects as required
  1. Additional

The post holder may be required to perform other duties in order to contribute to the overall work of NUS, and to carry out duties on behalf of NUS where specialist skills or knowledge apply.

PERSON SPECIFICATION

Qualifications Experience

Essential

  • 2 years experience of (project) managing events and conferences
  • 2 years experience of the development and maintenance of policies which others follow
  • Demonstrable high level negotiation skills
  • Excellent written and oral communication skills
  • Booking and dealing with external venues (negotiating with suppliers)
  • Production of budgets for events
Sound understanding of within a democratic environment including the ability tyo influence and interact with elected officers

Abilities, Skills Knowledge

  • Ability to use word processing packages (MS Office Suite) – Word, Access, Excel and PowerPoint in order to: retrieve and input data, create files/directories, maintain financial records, design presentation material, and create and maintain databases.
  • An ability to lead project teams, work as a team member and create effective working relationships with other staff members
  • Ability to create, manage and monitor detailed budgets.
  • Ability to develop, and monitor compliance with, events risk management policies and procedures.
  • Project management skills
  • An ability to manage own workload, handle competing priorities and meet deadlines.
  • An ability to work with political awareness and sensitivity
  • An ability to have a flexible working attitude
Personal Characteristics & Behaviours
  • Political sensitivity and diplomacy
  • Persistent, Self-starter
  • Organised and able to work on multiple tasks
  • Takes decisive and effective action to tackle professional challenges
  • Flexible approach to any additional tasks requested to ensure smooth and successful outcomes
  • Commitment to the creation of an environment that promotes equality of opportunity whilst recognising and valuing diversity
  • Commitment to excellent customer service
  • Willingness to attend regional and national events
  • Commitment to the Mission, Vision, Values & Beliefs of NUS

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