JOB DESCRIPTION: Events and Services Assistant

REPORTS TO: Events Manager

Details: Full time - 5 days a week

PURPOSE:

You will provide essential accurate and timely administrative support to both the fundraising and service delivery teams; giving you exposure, experience and knowledge of working in these key departments for any charity.

For four days a week you will supportwith the planning and production of special fundraising events for Back Up including the Front Row fashion show, City Dinner and the Back Up Ball, supporting the Events Manager to ensure that our events run smoothly. You will play a crucial role in maximising income from our fundraising events and ensuring our supporters feel valued and go on to give time and money to continue our work.

For one day a week you will support both the Outreach and Support and Under 18’s services to conduct accurate and efficient recording of service user personal data and measuring the impact of our services, ensuring we can reach those most in need and provide the best possible support.

Key stakeholders:People with spinal cord injury, their friends and families, event committees, event attendees, donors, third party suppliers, Back Up staff, volunteersand trustees

Specific duties:

ADMINISTRATION AND OPERATIONS
Fundraising duties:
  • To create and update database records for event attendees and donors, to ensure we have the most accurate data to hand
  • To produce event paperwork including raffle lists, table numbers and other documents as required to ensure smooth running and professional look and feel of the event
  • Manage event volunteers both pre-event (recruitment, responding to queries, logistical organisation) and coordination on the day
  • Preparation of all auction lots including accompanying literature (prize descriptions), T&C’s, images and programme preparation

Services duties:
  • To accurately input service user contact details following attendance of a wheelchair skills training, Wacky Wednesday, Dining with Back Up and patient education sessions, so both the Outreach and Support and Under 18’s teams can pro-actively contact all attendees and offer further support
  • Relating all spinal cord injured service users to family members on the database so we can better support the whole family
  • Updating the database with qualitative and quantitative feedback to help track progress of individuals and monitor the impact of our support to share with key stakeholders, including trustees and funders

COMMUNICATION AND MARKETING
Fundraising duties:
  • Assist with event enquiries by phone and email from event attendees and donors to ensure they receive correct information and feel engaged and supported
  • To liaise with event suppliers to ensure the smooth running of the event
  • To help maximise the engagement and stewardship of attendees before, during and after events via face to face,telephone and email conversations
  • Support with design and development of engaging communication materials for event attendees including marketing materials, social media, e-newsletters and the website
  • To write engaging ‘thank you’ letters to donors to demonstrate the impact of their support

Services duties:
  • To liaise with third party suppliers to book venues, specialist adaptive equipment and travel and accommodation for volunteers and staff

Any other duties as reasonably requested

PERSON SPECIFICATION

Candidates must fulfil the following essential criteria.

We are seeking an individual with the following experience –

  • Excellent interpersonal skills, including face to face and on the phone
  • Being highly organised, able to prioritise, project manage and have excellent time management skills
  • Excellent written and verbal communication skills
  • Strong team working orientation; collaborative, flexible and supportive
  • A creative and proactive approach to all areas of work
  • Ability to work on your own initiative without constant and close support.
  • High levels of accuracy, consistency and attention to detail
  • Computer literate and confident in the use of standard IT systems (Microsoft Office, Email, Internet).
  • Respect for others, for confidentiality and able to treat people equally
  • Willing to work occasional evenings and weekends and to travel to locations other than the office

In addition, candidates that demonstrate any of the following desirable criteria will be at an advantage:

  • Experience working in an office based environment
  • Experience of using databases
  • Experience working in fundraising and/or customer services
  • Experience of volunteering, working with or managing volunteers
  • Spinal cord injured or experience of spinal cord injury
  • Experience of updating website pages/online media
  • Knowledge of programmes including MailChimp, InDesign and/or other graphic design packages.

TERMS AND CONDITIONS

Pay

•£19,000 - £21,000 per annum

Holiday

•You are entitled to 22 days paid holiday per year plus bank and public holidays

Hours of work

•Your normal hours of work will between 9am and 5pm Monday to Friday

•Some flexibility of working hours may be required in accordance with the needs of the charity

•Some flexibility in working hours may be negotiated to enable a better work/life balance or meet particular needs as required

Probation

•There will be a six month probation period

Notice Period:

•One calendar month on either side, after a satisfactory probationary period. During probation, notice will be one week either side

Disabled access

•The office is fully wheelchair accessible

•There are two disabled access toilets in the office