WORD ALIVE EVENT ADMINISTRATOR
JOB DESCRIPTION
SUPPORT WORD ALIVE DIRECTOR
To work closely with Nigel Beynon, the WA Director, being flexible to help with what is required.
Weekly/fortnightly planning/review meetings.
PLANNING MEETINGS
To attend trustee/programme committee/youth and children committee and other planning meetings.
o Record accurate minutes of the meeting and circulate to members.
o Collate travel expenses/receipts/provide drinks and catering.
o Contribute and be aware of issues and plans.
TEAM ADMINISTRATION
o Work with team leaders to compile their teams.
o Set up and manage online team response forms and email invitations.
o Manage applications and queries from potential new team members liaising with team leaders to place them in new teams as appropriate.
o Gather and collate team information: presently done on our web based database.
o Process DBS checks when necessary for team.
o Communicate with team over references, DBSs, and special requirements (increases as year progresses).
ACCOUNTS/FINANCES
o Deposit cheques and charity vouchers received.
o Record all cheques deposited on bank deposit database/running reports as requested.
o Assist with auditors enquiries.
GUESTS/PUBLICITY
o Send out brochures and group organiser packs – monitor the sign-ups.
o Set up and manage booking for onsite accommodation through our website.
o Manage telephone and email enquiries.
o Manage sales and queries for event passes including website shop issues.
o Organise postal mailings via content management system to guests and customers.
o Work with website designer on the content, testing and sending of email updates to all guests.
WEBSITE MANAGEMENT
o Make regular updates to keep information up to date throughout the website.
o Change content displayed depending on time of year including during the event.
o Liaise with website designer on ongoing design and database issues including online shop.
o Ensure contacts on database are as accurate as possible for mailings by post and email.
o Continually improve the website so that it serves the guests using web technologies within budget.
SOCIAL MEDIA
o Manage Twitter, Facebook and Instagram with the aim of publicising Word Alive and driving traffic to key parts of the website.
o Co-ordinate social media posts with website and email updates to guests.
o Answer queries and engage with guests on social media to inform and build expectation for the event.
OFFICE
o Organise and maintain Word Alive office including publicity materials and stationary stocks.
o Manage DBS records and filing.
o Recruit/supervise volunteers helping with office tasks if necessary.
o Receive, distribute and answer daily post.
o Purchase/maintain office computers to ensure they are operating.
o Despatch brochures, group organiser packs and media orders by mail using content management system.
INTERNSHIP – if done
o Assist Director in recruiting intern for January to June period each year.
o Train and manage the intern in their daily responsibilities.
EVENT
o Assist Director as he leads the event with the leadership team.
o Oversee the packing and moving off the office to and from the event.
o Accommodate team at the event for get-in, event and get-out periods.
o Liaise between guests, team and Pontin’s staff to ensure smooth running of event.
o Handle guest queries and complaints.
o Ensure the smooth running of the team office at the event enabling admin team volunteers and others in the office to perform their roles.
QUALIFICATIONS
Administrative experience and aptitude necessary. Ability to converse with guests and handle enquiries. Some computer and technical proficiency is needed although to what degree can be discussed: presently technical role includes online team forms, updating website, supervising email updates to guests with embedded links, use of Access database for team information.
REMUNERATION
Salary is from £25,000 per annum, but dependent on experience. Pension provided. 30 days holiday per annum.